User Manual
Version 1.5 / 1.5.9
Table of Contents
Preface .............................................................................................................................5
Chapter 1: Introduction to the Archivists’ ToolkitTM .................................................8
System requirements
Overview of features
The Archivists’ ToolkitTM license
Using this manual
Chapter 2: Acquiring and Installing the Archivists’ ToolkitTM ...............................13
Acquiring the Archivists’ ToolkitTM
Installing the Archivists’ ToolkitTM
Chapter 3: Archivists’ ToolkitTM Basics .....................................................................19
Getting started
Working with records
Chapter 4: Searching....................................................................................................33
Filtering record lists
Basic searching in all records
Linked record searching in accessions and resources
Chapter 5: Managing the Archivists’ ToolkitTM........................................................45
Creating the repository record
Managing users
Chapter 6: Importing Data ..........................................................................................61
EAD 2002
MARCXML
Tab-delimited accessions data
Legacy data cleanup
Chapter 7: Accessioning Archival Materials .............................................................81
Basic steps for creating an accession record
Accession data elements
Relationships with other records
Accession reports
Chapter 8: Deaccessioning Materials .........................................................................97
Basic steps for creating a deaccession record
Deaccession data elements
Relationships with other records
Deaccession reports
Chapter 9: Describing Archival Materials ...............................................................101
Resource and component records
Using the Archivists’ ToolkitTM for multi-level description
The hierarchical interface
Basic steps for creating a resource record
Basic steps for creating a resource component record
Description data elements
Creating component records with the rapid data entry screen
Instances
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The Names & Subjects tab
The Notes, etc. & Deaccessions tab
Creating links for EAD output
Adding deaccessions
The finding aid data tab
Relationships with other records
Resource reports
Chapter 10: Describing Digital Objects....................................................................155
Digital object and digital object component records
The hierarchical interface
Basic steps for creating a digital object record
Basic steps for creating a digital object component record
Digital object data elements
Adding file versions
Relationships with other records
Digital object exports
Chapter 11: Managing Access Terms .......................................................................165
Managing name headings
Managing subject (non-name) headings
Merging access terms
Chapter 12: Linking Name and Subject Records ....................................................193
Adding names
Adding subjects
Chapter 13: Creating and Assigning Locations .......................................................201
Basic steps for creating a location record
Location data elements
Using Batch Add to generate multiple location records
Assigning locations
Removing locations
Location reports
Chapter 14: Generating Outputs ..............................................................................215
Generating reports
Exporting data
Chapter 15: Customizing the Archivists’ ToolkitTM ...............................................231
Terminology
Default values
Configuring the application interface
Modifying the date format setting
Lookup lists
Configuring user-defined fields
Customizing reports
Appendices ..................................................................................................................279
User Permissions ..........................................................................................................279
Record Validation Rules...............................................................................................283
Unique Constraints .......................................................................................................286
Lookup Lists .................................................................................................................289
Search Editor Defaults..................................................................................................310
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List Screen Defaults .....................................................................................................313
Fields Supporting Default Values ................................................................................320
Preparing Tab-delimited Accession Files.....................................................................326
Preparing XML Accession Files ..................................................................................334
Glossary of Archivists’ ToolkitTM Terms .....................................................................343
Support and Upgrades ..................................................................................................353
References ....................................................................................................................355
4
Preface
Acknowledgements
Few projects like the Archivists’ ToolkitTM are successfully completed without the generous support and
contributions of a great number of people. Below is a list of most of the people who have assisted with the
successful conclusion of this endeavor. Undoubtedly, we have forgotten some people, and we apologize for
doing so.
While everyone listed here shares in the success of the project, the errors of the application are wholly the
fault of the project team members.
Institutional Administrators
David Ackerman, Executive Director for Digital Library Initiatives, New York University
James Bullen, formerly Head of the Digital Library Development Team, NYU Libraries, New York
University
Nancy Cricco, University Archivist, NYU Libraries, New York University
Luc Declerck, Associate University Librarian of Information Technology, UCSD Libraries, UC, San
Diego
Tiffany Hoag, Post-Award Administrator, UCSD Libraries, UC, San Diego
Brian Hoffman, Business Analyst, NYU Libraries, New York University
Suzanne Lodato, Associate Program Officer, Scholarly Communication. The Andrew W. Mellon
Foundation
Carol Mandel, Dean of NYU Libraries, New York University
Jerome McDonough, formerly of NYU Libraries, New York University
Anne C. Moore, Associate Director for User Services, University of Massachusetts Amherst
Lorna Peterson, Executive Director, Five Colleges, Inc.
Brian Schottlaender, University Librarian, UCSD Libraries, UC, San Diego
Colby Sellman, Contract & Grant Administrator, UCSD Libraries, UC, San Diego
Jay Schafer, Director of Libraries, University of Massachusetts, Amherst
Donald J. Waters, Program Officer, Scholarly Communications. The Andrew W. Mellon Foundation
AT Consultants
Judy Dombrowski, User Interface Designer, Boston, MA
Jane Lee, Usability Consultant, California Digital Library, University of California
Winona Salesky, Stylesheets Design, University of Vermont
Kelcy Shepherd, Digital Librarian, University of Massachusetts, Amherst
Stephen Yearl, Systems Archivist, Yale University
AT Advisory Board
Robin Chandler, Digital Library Program Manager, UCSD
Michael Fox, Assistant Director, Minnesota Historical Society
Merrilee Proffitt, Program Officer, RLG Programs and Research, OCLC
Richard Szary, Associate University Librarian for Special Collections, University of North Carolina,
Chapel Hill
5
Günter Waibel, Program Officer, RLG Programs and Research, OCLC
Elizabeth Yakel, Associate Professor, School of Information, University of Michigan
AT Beta Testers
Patricia Albright, Archives and Special Collections, Mount Holyoke College
Paula Alosio, Schlesinger Library, Harvard University
Elaine Ardia, Muskie Archives, Bates College
David Best, Harvard University Archives, Harvard University
Karim Boughida, GRI Information Systems, Getty Research Institute
Kate Bowers, Harvard University Archives, Harvard University
Ann Butler, Fales Library, New York University
Peter Carini, Rauner Special Collections Library, Dartmouth College
Johanna Carll, Schlesinger Library, Harvard University
Christine de Catanzaro, Archives and Record Management, George Institute of Technology
Donna Coates, Alexander Architectural Archives, University of Texas, Austin
Jennifer Cole, Mudd Library, Princeton University
Jay Collier, Muskie Archives, Bates College
Steve Coy, Mandeville Special Collections Library, UC, San Diego
Nancy Cricco, University Archives, New York University
Ashley Crossen, Colorado Plateau Digital Archive, Northern Arizona University
Deborah Day, SIO Archives, UC, San Diego
Nancy Deromedi, Bentley Library, University of Michigan
Beth Dodd, Alexander Architectural Archives, University of Texas, Austin
Pat Donoghue, Harvard University Archives, Harvard University
Cristela Garcia-Spitz, Mudd Library, Princeton University
Larry Hansard, Archives, Georgia Institute of Technology
Andrea L’Hommedieu, Muskie Archives, Bates College
Virginia Hunt, Countway Library, Harvard University
Arwen Hutt, Metadata Analysis and Specification Unit, UCSD Libraries, UC, San Diego
Skip Kendall, Harvard University Archives, Harvard University
Jennifer Gunter King, Archives, Mount Holyoke College
Chris Kitto, Mudd Library, Princeton University
Danielle Kovacs, Manuscripts, University of Massachusetts, Amherst
Juliana Kulpers, Harvard University Archives, Harvard University
Michael Lotstein, Archives and Special Collections, Arizona State University
Colin Lukens, Harvard University Archives, Harvard University
Christine Lutz, Mudd Library, Princeton University
Kristen Mable, Anthropology, American Museum of Natural History
Tim Mahoney, Baker Library, Harvard University
Joyce Martin, Labriola National American Indian Data Center, Arizona State University
Barbara Mathe, American Museum of Natural History
Robin McElheny, Harvard University Archives, Harvard University
Barbara Meloni, Harvard University Archives, Harvard University
Ed Moby, Law School, Harvard University
Leslie Morris, Houghton Library, Harvard University
Stanislav Pejsa, Center for Jewish History
Jennifer Pelose, Countway Library, Harvard University Library
Christie Peterson, Muskie Archives, Bates College
Leah Prescott, Institutional Records and Archives, Getty Research Institute
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Carolyn Rainey, SIO Archives, UC, San Diego
Clay Redding, Digital Library Operations, Princeton University
Polly Reynolds, Bentley Library, University of Michigan
Peter Runge, Special Collections and Archives, Northern Arizona University
Dan Santamaria, Mudd Library, Princeton University
Sharon Saunders, Muskie Archives, Bates College
Joshua Shaw, Rauner Special Collections Library, Dartmouth College
Joe Shubitowski, GRI Information Systems, Getty Research Institute
Rebecca Smith, SIO Archives, UC, San Diego
Katherine Stefko, Muskie Archives, Bates College
Jody Thompson, Archives and Records Management, Georgia Institute of Technology
Henny van Schie, Datamanagement Department, National Archief
Susan von Salis, Harvard University Art Museums, Harvard University
Viola Voss, Leo Baeck Institute Archives
Pat Weber, Muskie Archives, Bates College
Rachel Wise, Baker Library, Harvard University
Kent Woynowski, Archives and Records Management, Georgia Institute of Technology
Participants in DLF-Sponsored Archivists’ Workbench meetings (Feb 4-5 &
Nov. 4-6, 2002)
Peter Carini, Mount Holyoke College
Robin Chandler, Online Archive of California
Morgan Cundiff, Library of Congress
Michael Fox, Minnesota Historical Society
Bernie Hurley, University of California, Berkeley
Mary Lacy, Library of Congress
Bill Landis, formerly of University of California, Irvine
Bertram Ludaescher, formerly of San Diego Supercomputer Center
Stephen Miller, University of Georgia
Regan Moore, formerly of San Diego Supercomputer Center
John Ober, California Digital Library
Merrilee Proffitt, OCLC / Research Libraries Group
Chris Prom, University of Illinois
Clay Redding, formerly of American Institute of Physics
David Ruddy, Cornell University
Elizabeth Shaw, formerly of University of Pittsburgh
Kelcy Shepherd, University of Massachusetts, Amherst
Mackenzie Smith, Massachusetts Institute of Technology
Brian Tingle, California Digital Library
Brad Westbrook, University of California, San Diego
Stephen Yearl, Yale University
Beth Yakel, University of Michigan
7
Chapter 1
Introduction to the Archivists’ ToolkitTM
The Archivists’ ToolkitTM is an open source database application that supports description and management
of archival materials, including accessioning, registering source information for archival resources, providing
topical and name access points for subjects and creators of resources, tracking locations of archival
resources, and producing finding aids, collection guides, METS digital objects, and various administrative
reports. The Toolkit is customizable to local work settings, and it can be implemented as a stand-alone
desktop application, a multi-user networked application, or a multi-repository networked application.
Initial funding for the development of the Archivists’ ToolkitTM has been provided by The Andrew W. Mellon
Foundation.
System requirements
Below are the system requirements for the client application, which runs the interface to the Toolkit
database.
Minimum System Requirements for AT Client
PC
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Operating System: Windows 2000
Java 1.5.0_11 or Java 1.6.0_7*
CPU: Pentium 3, 500Mhz
System Memory (RAM): 128MB
Hard Disk: 100MB free space
Screen resolution: 1024x768
Mac
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Operating System: Mac OS X 10.3.9
Java 5 JRE or JDK or Java 6 JRE or JDK
CPU: G3 500Mhz
System Memory (RAM): 256MB
Hard Disk: 100MB free space
Screen resolution: 1024x768
Recommended System Requirements
PC
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Operating System: Windows XP (or higher)
Java 1.6.0_07
CPU: Pentium 4 2.4GHz+ or AMD 2400xp+
System Memory (RAM): 512MB
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Hard Disk: 100MB free space
Screen: 1024x768
Mac
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Operating System: Mac OS X 10.4.5 (or higher)
Java 6 JRE or JDK
CPU: G4 1.2Ghz
System Memory (RAM): 512MB
Hard Disk: 100MB free space
Screen: 1024x768
Database Backends
To run the client it is necessary to install a database backend. Currently, the AT supports a MySQL 5.0, MS
SQLServer 2005, or an Oracle 10g backend.
For information about the system requirements for the MySQL database backend, see the database
installation instructions, available at: http://archiviststoolkit.org/support/DownloadServer or the MySQL
documentation at http://dev.mysql.com/doc/refman/5.0/en/mysql-cluster-multi-hardware-softwarenetwork.html and http://dev.mysql.com/doc/refman/5.0/en/faqs-mysql-cluster.html#qandaitem-26-10-7.
For Microsoft SQL Server installation, see http://www.microsoft.com/sql.
For Oracle installation, see http://www.oracle.com/database.
Overview of features
Features
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Recording accessions
Tracking sources / donors
Controlling basic authorities for names and subjects
Describing archival resources and digital objects
Managing locations
Importing legacy data in standardized formats (MARCXML and EAD, including batch import for
EAD files) and non-standard formats (accessions XML or tab-delimited data files)
Interface customizations
Support for MySQL, MS SQLServer, and Oracle backends
Output
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EAD finding aid, including batch output
METS digital object
MARC XML record, including batch output
MODS record
Dublin Core record
Accession record(s)
Accession receipt
Accession production report
9
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Accessions acquired
Accessions cataloged
Accessions not cataloged
Accession intellectual property status
Accessions with rights transferred
Accessions processed
Accessions unprocessed
Accession inventory
Accession processing plan
Accessions with deaccessions
Accessions with linked names and subjects list
Location shelf list/locations with resource or accession record(s)
Name record(s)
Names list
Names with accession(s)
Names with resource(s)
Names with resource(s) and accession(s)
Names with non-preferred names
Resource record(s)
Resources list
Resource(s) restricted
Resources with name(s) linked as creator
Resource(s) with name(s) linked as source
Resource(s) with names linked as subjects and with subjects
Resource(s) with location(s)
Resources with deaccession(s)
Subject record(s)
Subject(s) with linked accession(s) and resource(s)
Repository Profile Report
Locally-created Jasper Reports
The Archivists’ ToolkitTM License
Archivists’ ToolkitTM
Copyright (c) 2006-2009; Five Colleges, Inc., New York University, and UC Regents
Licensed under the Educational Community License version 1.0
The Archivists’ ToolkitTM, including software, source code, documents, or other related items, is provided by
the copyright holder(s) subject to the terms of the Educational Community License. By obtaining, using
and/or copying the Archivists’ ToolkitTM, you agree that you have read, understand, and will comply with the
following terms and conditions of the Educational Community License:
Permission to use, copy, modify, merge, publish, distribute, and sublicense the Archivists’ ToolkitTM and its
documentation, with or without modification, for any purpose, and without fee or royalty to the copyright
holder(s) is hereby granted, provided that you include the following on ALL copies of the Archivists’
ToolkitTM or portions thereof, including modifications or derivatives, that you make:
--The full text of the Educational Community License in a location viewable to users of the redistributed or
derivative work.
10
--Any pre-existing intellectual property disclaimers, notices, or terms and conditions.
--Notice of any changes or modifications to the Archivists’ ToolkitTM, including the date the changes were
made.
--Any modifications of the Archivists’ ToolkitTM must be distributed in such a manner as to avoid any
confusion with the Archivists’ ToolkitTM of the copyright holders.
THE SOFTWARE IS PROVIDED “AS IS”, WITHOUT WARRANTY OF ANY KIND, EXPRESS OR
IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY,
FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. IN NO EVENT SHALL THE
AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER
LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM,
OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN
THE SOFTWARE.
The name and trademarks of copyright holder(s) may NOT be used in advertising or publicity pertaining to
the Original or Derivative Works without specific, written prior permission. Title to copyright in the Original
Work and any associated documentation will at all times remain with the copyright holders.
Using this manual
Intended audience
This user manual is designed for repository staff at all levels, from administrator to processing archivist to
student or volunteer. In order to accommodate both archival novices and technological novices, the style of
the manual aims at being somewhat simple and direct. While the manual attempts to incorporate good
practice and conventions, it is by no means a replacement for a repository’s own processing manual or for
archival training.
The manual is designed to be a basic learning and reference device for all operations of the Archivists’
ToolkitTM. To the extent it is necessary, any troubleshooting support is available through the Toolkit web site
(http://www.archiviststoolkit.org).
Typographical conventions
Certain typographical conventions are used throughout the manual in order to improve readability and
recognition of key components:
1. Times New Roman 12pt bold is used to identify all interface components, filenames, and field
names.
2. Courier New 12 pt signifies data entry examples.
3. Times New Roman 12 pt bold italic is used for general emphasis.
4. Notes and tips are indented and set apart with a line above and below as follows:
Note:
11
5. Cautions include exclamation symbol and are surrounded by a box:
Caution!
Screen shots
The screen shots in this manual reflect the application in its default installation state, i.e., before any
customizations have taken place. All screen shots were captured on a computer running the Windows XP
operating system. The operating system dictates some superficial differences in the basic features of the
windows (e.g. the title bar, minimize and close buttons, etc.). Therefore, the screen shots may not look
exactly like the screens for Mac OS X or Linux machines. The layout, headers, data elements, and buttons
will, however, be easily recognizable and applicable across all operating systems.
12
Chapter 2
Acquiring and Installing the Archivists’ ToolkitTM
Overview
The Archivists’ ToolkitTM requires both a client application and a relational database. The client
application provides an interface for entering, editing, searching, and deleting data, which is stored in
the database.
These instructions for download and installation are for the client application of the Archivists’
ToolkitTM. Before downloading and installing the client, the repository or the repository’s IT support
staff must install one of the three database backends that the Toolkit supports – MySQL 5.0, Microsoft
SQL Server 2005, and Oracle 10g – and configure it to be used with the Archivists’ Toolkit.
Instructions for installing and configuring the MySQL database are available at:
http://www.archiviststoolkit.org/support/downloads/InstallGuidelines.pdf. Instructions for installing
and configuring the Microsoft SQL Server and Oracle backends can be found on the Toolkit wiki:
https://wikis.nyu.edu/ArchivistsToolkit/.
Note: The XAMPP distribution does not ship with InnoDB tables enabled in MySQL.
This is required for the AT. To solve this problem, edit c:\xampp\mysql\bin\my.cnf,
commenting out the “skip-innodb” line and uncommenting the other innodb
configuration lines. Then restart the MySQL service, and the installation should go
smoothly.
Acquiring the Archivists’ ToolkitTM
You can download the client application for the Archivists’ ToolkitTM at
http://www.archiviststoolkit.org
Follow these instructions to download the client application:
1. Locate the appropriate version for your operating system.
2. If you have Java Virtual Machine version 1.5 or 1.6 running on your computer, select the
link for the version without Java VM, which will install the AT client without Java VM. If
not or if you are uncertain which Java VM version you have, select the download option
with Java VM.
After clicking on the link to the appropriate version of the software, your browser will open
a download window from which you can save the installation file to your desktop, or in any
directory where you will be able to locate it during installation.
3. Once the installation file is saved to your computer, follow the installation instructions in
the following section.
Installing the Archivists’ ToolkitTM
After downloading the installation file for the Archivists’ ToolkitTM client application, you must execute
the installation process following these instructions:
1. Launch the installation process:
For Windows, double-click installArchivistsToolkit.exe or for Mac OS X, doubleclick installArchivistsToolkit.
Notes:
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Requires Mac OS X 10.4 or later.
If you do not have a Java Virtual Machine version 1.6 or 1.5 installed, be sure to
download the package that includes Java VM. If uncertain, download the package that
includes Java VM.
The compressed installer should be recognized by StuffIt Expander and is
automatically expanded after downloading. If it is not expanded, you can expand it
manually using StuffIt Expander 6.0 or later.
2. An InstallAnywhere window will appear, followed by a window displaying the Archivists’
Toolkit icon.
An installation window will open.
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Chapter 2
After reading the introductory information, press the
button.
3. Read the license information provided, scrolling down through the full text of the license. If
you accept the terms of the license, select I accept the terms of the License Agreement
and press the
will not be installed.
. If not, you can Cancel the installation process and the Toolkit
15
4. Choose the folder on your computer where you wish to install the Toolkit. You can accept
the default directory that is provided, or press open a dialog for selecting a different folder.
Press
when you have selected the desired folder.
Note: The Mac installation presumes the user is logged onto an administrator
account. To install on a non-administrator account, change the default directory
to a directory the user is allowed to modify.
5. Select a location where you would like to create a shortcut for starting the Toolkit. Press the
button.
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Chapter 2
Note: After the Toolkit has been installed on an administrator account there
are two options for setting up aliases on non-administrator accounts for Mac
users:
1. Launch the application from the non-administrator user account. Right
click on the application in the dock and select “Keep in Dock.”
2. Open the directory in which the Toolkit is installed. Hold down the
Command and Option keys and drag the program icon to the desktop.
6. You will see a summary of the configuration settings you have established for the
installation. If they are correct, press the
process.
button to finish the installation
17
Note: Canceling the Install process does not guarantee that the Toolkit, or some
part of it, will not be written into the selected directory.
7. The installation window will display progress of the installation. When the installation is
complete, a message will appear indicating that the installation has completed. Press
to close the installation window.
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Chapter 3
Archivists’ ToolkitTM Basics
Overview
This chapter introduces the Archivists’ ToolkitTM interface and basic features. It describes starting and
logging into the application and working with Toolkit records.
Getting started
Starting the Archivists’ ToolkitTM
Launching the Archivists’ ToolkitTM depends upon where you chose to locate Toolkit shortcuts during
the installation process. For all platforms:
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Double click the Toolkit icon on your desktop.
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Open the Toolkit from the folder in which you installed the application.
For the MAC platform:
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Create a Toolkit alias installed in the dock, and then click on it.
For the Windows platform:
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Select the Toolkit from within the Programs menu.
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Select the Toolkit from the Start menu.
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Double click the Toolkit icon in the Quick Launch bar.
Establishing the database connection
The first time the Toolkit is started, a window opens, requesting connection information for the
database. This connection information, which specifies the backend database targeted for the AT
client, must be completed for the application to load. This information should be provided to you by
the person who installed the Toolkit’s database.
On subsequent launchings of the application, the Connection Settings window will be bypassed. The
connection settings only need to be re-entered when the location of the targeted backend database
changes, typically because the database has been moved or a different database is targeted.
To specify a connection for the AT client, enter the following information:
1. Connection URL. The network address of the database.
2. User Name. The user name established for the database installation.
3. Password. The valid password for this username.
4. Database Type. The type of database used (Microsoft SQL Server, MySQL, or Oracle).
Note: The username and password for the database is not the same as the username
and password that is used on a regular basis to log into the Toolkit’s client
application. For more information on logging in to the client, see the next section of
this chapter.
Note: The connection window should only appear for the first launching of the
application. To change the connection settings after the initial launching of the
application (if you are running multiple instances of the Toolkit, for example), press
the Select Server button from the login window (displayed in the next section).
Frequently users will work with multiple databases. Now it is possible to save different connection
information, including url, username, password and database type. By saving the connection settings,
the user does not need to reenter all the information when changing databases.
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Chapter 3
Enter the database properties and click on the ‘save’ button. When the connection settings window is
opened again, the drop-down menu will display all Connection URLs that have been previously saved.
Logging in
Before the application fully loads, a login window will appear.
Enter your username and password and press Login, or press Cancel to stop the application from
initializing. User names are not case-sensitive; passwords are case-sensitive.
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Note: The User Name and Password should be provided by the person who
installed the Toolkit’s database, or by the person managing the Toolkit in your
repository. For information about creating new user names, see Chapter 5.
Becoming familiar with the Archivists’ ToolkitTM interface
The application’s initial screen appears when the launch process is completed. The primary AT screen
has a menu / command zone at the top, a navigation zone on the left, and a list screen display zone on
the right that occupies most of the window. Some screens for individual records have zones for
navigation controls and record information at the bottom of the screen.
Working with records
Overview
The AT includes several kinds of records to support description and management of archival resources.
Most of these record types are accessible through the navigation zone on the left of the main screen.
Repository, location, and user records, however, are available through the Setup menu. Each of these
records and their sub-records is described more fully in subsequent chapters.
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Chapter 3
Briefly, the records are:
Repository record
For identifying the repository having custody of the resources described. Includes sub-records for
expressing data defaults to be used by the repository and basic characteristics of the physical
repository, as well as its holdings and staff.
User record
For creating and managing Toolkit user accounts.
Location record
For indicating the location(s) at which a resource is or may in the future be located. Location
records may be defined in advance and then linked to a resource as it is processed and then shelved
at the location.
Accession record
For recording accessions and basic collection management data.
Resource record
For describing an item or collection of items in a standard multi-level manner.
The resource record contains sub-records for resource components, digital objects, and material
instances (e.g. text vs. microform vs. digital object). A sub-record is a linked record that can only
be viewed, created, and edited through the primary record.
Name record
For recording the names (personal, corporate body, or family) associated with accessions and/or
resources as a creator, source, or subject. The name records serve as name headings in exports such
as EAD, MARCXML, and MODS.
Subject record
For describing topical terms associated with an accession or a resource. The subject records serve
as subject headings in exports such as EAD, MARCXML, and MODS.
Basic components of a record
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Title bar
The title bar for each record type appears at the top left of the record with the title of the record
type— e.g, Resources, Accessions, etc, and each has its own color scheme.
Component list / buttons
These buttons appear only with resource, resource component, and digital object records. They
enable the hierarchical listing of the components comprising a resource or digital object. The
component buttons support adding additional components—either children or siblings, or deleting
components. The order of the component list may be modified using the drag and drop feature. The
component list / buttons are discussed more fully in Chapter 9.
Data entry window
The window where data is entered to create a certain kind of record.
Navigation buttons
These buttons are for navigating to the next or previous record in a list of records, or to the first or
last record in the list. Next, previous, first, and last are all relative terms and are determined by how
the list is sorted.
Command buttons
Buttons for canceling a record, saving a record, or saving a record and opening a new record
window.
Tracking bar
Located at the bottom of the record, the tracking bar indicates the record number, when the record
was created and by whom, and, if applicable, when the record was last modified and by whom.
This information is searchable using the search editor tool described in Chapter 4, and will assist in
tracking record creation and editing activity.
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Chapter 3
Basic characteristics of Toolkit records
A record in the Archivists’ ToolkitTM may contain any number of data elements (fields). Each element
allows either alphanumeric, Boolean (yes / no), date, or numeric data to be entered.
Some alphanumeric fields have drop-down lists containing predefined terms for use in the field. The
repository can modify most of these lists by redefining the lookup list via the Configure Application
option on the Setup menu (see Chapter 15); however, some lists may not be modified, in whole or in
part, as correct operation of the application depends on the values in the lists. The list of note types in
the resource and resource component records is an example of a list that may not be modified. A table
with a complete list of lookup lists, the field to which they are associated, and whether or not the
values in the list can be modified is available in the appendices.
Some of the records in the Toolkit are multi-sectioned. The individual sections of a record are
represented as tabs across the top of the record. Clicking on one of the tabs will bring that part of the
record to the front of the display where data can then be entered into it.
Some of the records contain sub-records that are available only through the primary record. For
example, the container record is only available within the resource and resource component records,
whereas the file version record is only available within the digital object record.
Finally, some of the records may be linked to other records as described more completely in the
Linking Records section of this chapter, and in Chapter 12.
Listing records
Records from any of the four key functional areas in the Toolkit (Names, Subjects, Accessions,
Resources) may be listed from the initial browse screen. For example, to list resource records, either
double click on Resources in the left column, or click once on Resources. The bar across the top of
the right-side display zone will then change to Resources. Click the
window and a resource record listing will be displayed.
button at the top of the
Note: As you work in different functional areas, the color of the title bar in the display
zone changes. For example, if you click on Accessions in the main screen, the bar at the
top of the right-hand display zone is green, but if you click on Resources, the bar is
purple. The same will be true for the headers in each of the interface windows for each
functional area.
25
All the records for the active functional area will be listed in the main area of the window. The total
number of records listed will be posted to the right of the filter frame just below the title bar for the
area. The list can be navigated through by using either the scroll bar at the right side of the window or
by using the up and down arrow keys on the keyboard.
Sorting record lists
Once it is retrieved, every list may be sorted in multiple ways. For example, to sort the list of
resources, double click on the Title heading at the top of the title column. This will establish the
column as the active sorting column. Click on the Title heading to change the sort order of the titles,
either in ascending or descending order. An arrow will appear after the column label and will point
upward for an ascending sort or downward for a descending sort.
Levels may be added to the sort by selecting an additional column(s) to sort on after the first column is
selected and set. Simply click once on the heading for another column, and then click again to toggle
between an ascending or descending sort.
To clear the existing sort settings, double click on the column that is to be the basis of the new sort. For
instance, to sort resources by resource identifier, double click on the Resource Identifier heading at
26
Chapter 3
the top of corresponding column and then indicate if the sort should be in ascending or descending
order.
Other columns may be added to the list screen using the Configure Application commands (covered
in Chapter 15).
Printing record lists
Records lists can be printed in a table similar to their appearance on the screen. The current record list
is also the set of records that will be output in reports. For more information about printing records lists
and other reports, see Chapter 14.
Creating a new record
To create a new record:
1. Select the functional area for the new record (Names, Subjects, Accessions, or Resources).
2. Click on the
button on the top of the window.
A new name, subject, accession, or resource record will open on top of the main window.
Most of the records are multi-tabbed, with each tab opening a different part of the record.
Simply click on a tab to open that part of the record.
3. Enter data into the fields in any of the tabbed sections. Data in one section will be retained
while opening another section of a record.
Note: See Chapters 5-13 for specific instructions on creating various records in
the Toolkit.
Saving a record
To save a record, simply click on the
or
button at the bottom of the record screen.
This saves all the data that has been added to the record. It will save all data that has been added to
sub-records such as a resource component record or digital object record.
If you are entering multiple records, the
open a new record of the same type.
button will save the record you are working in and
Clicking the
button or closing the record using the window close button at the top right
corner will display the option message dialog box.
27
.
Clicking the
be discarded.
button navigates you out of the window and causes any additions to the record to
Most records in the AT require that data be present in certain elements for the record to be saved. For
instance, the resource record requires an extent statement. If either the extent number or extent
measurement is not completed, then the record cannot be saved until values are entered for both fields.
Trying to save an invalid record produces a validation error message indicating which field(s) needs to
be completed for the record to be saved. See the Record Validation Rules appendix for a complete list
of fields necessary to create a valid record.
Editing a record
To edit a record:
1. Locate the record to be edited by using the filter box in the main screen or the search tool,
both of which are described in Chapter 4. Once you see the record you are interested in
editing, double click on the record entry in the list screen.
2. Make the desired changes in the record.
3. Press
to save the changes, or
to close the record. If record has not been
modified, the record is closed with no message. If the record has been modified a window
will appear after pressing the
button asking whether you want to save or discard
the changes or cancel and return to the open record.
Note: Editing a record may affect output from linked records. For example,
changing a subject term changes that term in all of the descriptive outputs (for
example, EAD and printed finding aids) for resources linked to the subject.
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Chapter 3
Repositories implementing the Toolkit should establish procedures and
workflows for updating information in one record that may affect linked records.
Record locking
When a second user attempts to access a record that is already opened, s/he will receive a message
that the record is already in use. Access is denied and the Record in Use message, ‘This record is
currently in use by [username]’ is displayed.
Cancel processing of record(s)
A cancel button has now been implemented in progress dialogs for tasks that are known to take a
long time, e.g. deleting a large number of records, printing finding aids, generating repository
profile, importing batch EADs etc.
Deleting a record
29
To delete a record:
1. Locate the record(s) to be deleted by using the filter box in the main screen or the search
tool, both of which are described in Chapter 4. Once you see the record(s) you are
interested in deleting, click on the record entry in the list screen.
button.
2. Press the
The Toolkit will ask if you are certain that you want to delete the record(s).
3. Press
to delete the record(s).
4. The record(s) will be deleted.
Caution! Deleting a record may affect output from linked records. For example,
deleting a subject term removes the link to that term from any accession or resource
records linked to the record. The Toolkit will not warn you that linked records will be
affected. It is advisable to search accessions and resources for any linked records before
deleting any subject, name, or location records.
Linking records
The Toolkit allows you to link information stored in different types of records. This provides
consistency of repeated data (such as names linked to multiple description records), and allows you to
establish relationships between records.
The following linkages are possible in the Toolkit:

Resource records may be assigned to accession records

Location records may be assigned to accession and resource records

Name records may be assigned to accession and resource records

Subject records may be assigned to accession and resource records
Navigating records
Records may be navigated using the list screens or the navigation buttons at the bottom of each record
screen.
To navigate records using the list screen:
1. Close all record windows and return to the list screen.
2. Select the functional area containing the records to browse and the click the
button.
3. Sort the list as desired.
Once the display screen is populated and sorted, use the scroll bar to move forward and
30
Chapter 3
backward in the list until the record desired is found, or use the up and down arrow keys to
move forward or backward one record at a time.
4. Double click on any record to open it.
5. Navigate through the sorted list of records using the set of four navigation buttons located
at the bottom of the record: First, Previous, Next, and Last.
As a whole, the functionality of these buttons is determined by contents and sort order of the list that is
open in the list screen. If resources are listed, then the navigation buttons will move through the list of
resources in the order displayed in the list screen.
To consider a list of resources sorted in descending order, the First button would open the record at the
top of the descending title list, in effect the last title alphabetically, whereas the Last button would
open the last title in the list, or the first alphabetically.
The Previous button will open the record that occurs in the list just before the record that is already
open, whereas the Next button will open the record that occurs in the list just after the record that is
already open.
To reiterate, what records will be opened by the navigation button depends on how the list of records is
sorted. If the primary sort of resource records is on Resource Id, then using the navigation buttons will
cause different results than if the primary sort is on Title.
31
Chapter 4
Searching
Overview
The Archivists’ ToolkitTM provides support for searching Name, Subject, Accession, and Resource
records. All data fields in these records can be searched as well as linked data in accession and
resource records. Searching linked data allows for accession and resource records to be retrieved by
searching for related data such as creator, source, and subject names; subjects; deaccession dates, and
location. Resources can also be retrieved by searching for a specific instance type or for text within
notes.
Note: The search interface includes a number of default search fields. These can
be customized for a given repository. A list of the default fields in the search
editor is available in the appendices. More information about customization is
available in Chapter 15.
Filtering record lists
Every list may be filtered by typing text into the filter frame located at the top right side of the screen.
The filter process takes into account the values in all the columns that are present in the list screen
display.
For example, filtering on the number 9 on the list of resources pictured will reduce the list to those
resources in which “9” appears in the Title, Extent Number, Resource Id, Extent Measurement, or
Resource Identifier.
Filtering on the number 97 will limit the list to only those resources in which that numeric expression
is contained in the data of the list screen fields.
34
Chapter 4
This example indicates another characteristic of the filter feature: the filter is applied anew as each
character is added or removed. Thus, adding or deleting a character from the filter expression will
likely change the contents of the list.
To remove a filter, simply delete the text from the filter frame. The list screen will revert to its prior
state.
Basic searching in all records
The Search tool provides the ability to search within a specific field, apply specific search operators,
and create Boolean queries when searching any type of record.
To retrieve a subset of records using the search tool:
1. In the left hand navigation pane of the main screen, select the functional area (Names,
Subjects, Accessions, or Resources) containing the records you wish to view.
35
2. Press the
button.
3. Select a field to search.
Note: In any of the functional areas, information about record creation and
updating can be searched using the Created, Created by, Updated, and
Updated by fields. Created and Updated refer to the date the record was
created or updated. Created by and Updated by are fields for the username of
the person who performed the creation or update.
In addition, each area has a list of additional fields that can be searched. For
example, under the Names functional area, it is also possible to search by Name
Rule, Name Source, and Sort Name. These fields can be customized. See
Chapter 15 for more information. See the appendices for a list of default
searching fields for each functional area.
4. Select a search operator. Options are dependent upon the type of field being searched:

Options for text fields include:







Fields associated with lookup lists offer the following options:





Begins with
Contains
Equals
Is Not Equal to
Is Empty
Is Not Empty
Equals
Is Not Equal to
Is Empty
Is Not Empty
Integer and date fields provide the following search operators:


Equals
Is between
36
Chapter 4





Is greater than
Is greater than or equal to
Is less than
Is less than or equal to
Yes/No fields provide only true or false search options
Note: Date searching requires that the date(s) entered be in the format
established for the application. If you enter a date in the wrong format, the
Toolkit may try to convert that date to the appropriate format, leading to an
unexpected search. To ascertain the appropriate format for a date search, put any
character in the search field and press the
button. The Toolkit will
return an error message giving the proper date format.
For information on establishing a date format for the Toolkit, see Chapter 15.
5. Enter or select a search term. Options are dependent upon the type of field being searched,
and in some cases the operator:
a. Fields associated with lookup lists will provide the lookup list so that you can select
the search string. All other text, date, or integer fields provide a search box for you
to enter the search term.
b. Selecting the Is between operator will result in two entry boxes, the first for the
earlier number or date, the second for the later number or date. This search is
inclusive, so that the begin date 1/1/2006 and end date 12/31/2006 will retrieve all
actions for the year 2006.
37
Note: The search string in date fields must follow the date format
established for the system as a whole.
6. If desired, select a Boolean operator (and/or) and enter a second set of search options.
7. Press the
button immediately below the basic query fields.
Tip: The Search tool has “sticky” values in order to allow you to easily refine a
search. This means that once you have performed a search in a functional area,
your search values will remain the next time you press the Search button for
that functional area. The last search performed for a given area remains until the
application is closed and restarted.
To quickly clear a search, open the first drop-down box and select Select a field,
which clears all values for that part of the query. If clearing a Boolean search
using both sets of search options, repeat this operation in the second part of the
query as well.
Linked record searching in Accessions and Resources
For Accession and Resource records, the Search Editor also provides the ability to retrieve records by
searching for related information. This includes names (creators, sources, subjects), subjects, location,
or deaccession dates. In addition, you can search for resources containing a specific instance type, for
example, digital objects and also for specific text within notes.
To search by linked records:
1. In the left-hand navigation pane of the main screen, select Accessions or Resources.
2. Press the
button, then click on the Search By Linked Record tab.
38
Chapter 4
Note the “Include components in search” box in the Search Editor checked by default
3. Use the following instructions to enter data into the Search by linked record screen.
Entering data into more than one of the following areas will create a Boolean “and” search
of the values entered.
Find by name:
a. To search for creator, source, or subject name, press the Lookup button next to the
Find by name search box.
b. Use the scroll bar to browse through the names, or the Filter box to narrow down
the list.
c. Once the desired name is located, select it by double clicking on the name or by
clicking the name once and pressing the Select button. The Find by name search
box will now contain the desired name.
d. You may also select a Function to search by a name related to an accession or
resource in a specific way, either as Creator, Source, or Subject.
Find by subject:
a.
Press the Lookup button next to the Find by subject search box.
39
b. Use the scroll bar to browse through the subjects, or the Filter box to narrow down
the list.
c. Once the desired subject is located, select it by double clicking on the entry or by
clicking the subject term once and pressing the Select button. The Find by subject
search box will now contain the desired subject term.
Find by location:
a. Press the Lookup button next to the Find by location search box.
40
Chapter 4
b. Use the scroll bar to browse through the locations, or the Filter box to narrow down
the list.
c. Once the desired location record is located, select it by double clicking on the record
or by clicking the record once and pressing the Select button. The Find by location
search box will now contain the desired location.
Find by deaccession date:
a. There are two Find by deaccession date search boxes, one for the begin date and
one for the end date. Enter the earlier date in the first box, following the preferred
date format for the application.
b. Enter the later date in the second box, following the preferred date format for the
application.
41
Find by note type (for resource records only):
a. Enter the note text for which you are searching and click Search.
b. The search return screen will list all of the resource records that have note(s) which
contain the text searched upon.
Find by instance type (for resource records only):
c. Open the Find by instance type drop-down list.
d. Select the type of instance you wish to search
42
Chapter 4
.
Note: Searching by instance type may require more time than other types of
searches.
4. Once the desired fields have been populated, press the Search button immediately below
the linked record search fields.
Tip: The Search Editor has “sticky” values in order to easily refine a search.
This means that once a search is completed in a functional area, the search
values remain the next time you press the Search button for that functional area.
The last search data for a given area remains until the application is closed and
restarted.
If you wish to quickly clear a linked record search, press the Clear button next
to the appropriate field.
Capability to customize search result display when searching resource components
Search results can now be customized when using component searches to facilitate browsing
search results. Users can customize search results list screen using Configure Application
(under the Setup menu)  ResourcesComponentsSearchResults table to edit the Return Screen
Order.
43
44
Chapter 5
Managing the Archivists’ ToolkitTM
Overview
The Archivists’ ToolkitTM has a setup menu with options for creating a repository record, establishing
users and assigning permissions, managing locations, editing lookup lists, and customizing the
application interface. Some tasks such as creating a repository record and establishing users should be
done prior to entering other data into the Toolkit. Other tasks, such as customizing the application
interface, can be done at any time, although it is ideal to become familiar with the default application
before doing so (see Chapter 15 for details on customizing the application interface.)
Note: Once you have completed the process of establishing your repository record
and creating all needed user accounts, you may wish to enter location records for the
repository. Creating location records before they are assigned may result in more
consistency among the records; the Toolkit provides a Batch Add feature for
efficient creation of multiple location records. For details on creating and assigning
location records, see Chapter 13.
To edit a repository record
1. From the Setup menu, select Repositories.
2. Double-click on the repository listed to edit the repository record.
46
Chapter 5
Creating the repository record
Overview
47
During installation of the Toolkit, a basic repository record is created. The repository record serves two
basic purposes: to store information for later output, and to differentiate between repositories. It stores
information, like the repository’s contact information and identifying codes, so that it can be later
output in administrative and descriptive reports. For example, this information serves as the source for
content in the headers for EAD and METS. Recording and storing it in one place – at the repository
level of description – alleviates the need for repetitive data entry at the resource level and makes
revision of all AT exports easier. The second purpose of the repository record is to distinguish one
repository’s records and data rules from those of another repository using the same AT implementation
in a multi-repository implementation of the Toolkit.
Basic steps for creating the repository record
3. From the Setup menu, select Repositories.
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Chapter 5
4. Press the
button.
5. Enter the Repository Name. This is the name that will appear on administrative reports and
descriptive outputs.
6. Enter the Short Name for the repository, which will appear in the Toolkit interface.
49
7. Save the repository record by pressing the
window. If you are entering multiple records, the
are working in and open a new repository record.
button at the bottom right corner of the
button will save the record you
Caution! If the record does not include the required elements listed above, the Toolkit
will indicate that the record cannot be saved because one or more of the required fields
is not complete. The incomplete fields will be listed in the error message. These fields
must be completed in order to save the record.
Repository record data elements
Elements Required by the Archivists’ ToolkitTM
1. Repository Name. Enter the name of the repository as it should appear on administrative
reports and descriptive outputs.
Examples:
University of Massachusetts Amherst Special Collections
and University Archives
Scripps Institution of Oceanography Archives
2. Short Name. Enter an abbreviated version of the repository name, as you would like it to
be displayed in the AT interface.
Examples:
UMass SCUA
SIO Archives
Additional Elements
The minimum repository record can be extended by recording data for any of the following data
elements. None of these data elements are required to create the repository record, but many of them
may be desirable. For example, your institution will likely want to include contact information that can
be exported with any descriptive outputs that will be shared with researchers.
1. Address. The Toolkit offers three address lines for the repository's address, although none
are mandatory.
Examples:
W.E.B. Du Bois Library
154 Hicks Way
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Chapter 5
2. City. The town or city in which the repository is located.
Examples:
Amherst
New York
3. Region. The repository’s state, province, or other region.
Examples:
MA
Ontario
4. Country. Enter the country in which your repository is located.
Examples:
U.S.A.
Canada
5. Mail Code. Zip code, postal code or other mail code.
Examples:
01003
K1A 0N4
6. Telephone. Repository telephone number.
Example:
212-555-1212
7. Fax. Repository fax number.
Example:
212-555-1213
8. Email. Repository email address. Because this will be exported into descriptive outputs for
long-term use, a general contact email may be desirable, rather than a specific staff
member’s email.
Example:
[email protected]
9. URL. URL for the repository web site.
Example:
51
http://www.collectionscanada.ca/
10. Country Code. The code for the country in which the repository is located. The country
code should follow the ISO 3166-1-alpha-2 standard.
Examples:
US (United States)
CA (Canada)
11. Agency Code. The institutional code should follow the ISO 15511 standard. The purpose
of ISO 15511:2003 is to define and promote the use of a set of standard identifiers for the
unique identification of libraries and related organizations. Many U.S. institutions already
use an appropriate code, assigned by the Library of Congress, in their catalog records. The
Library of Congress can also assign codes for institutions in the U.S. that do not already
have one.
Examples:
US-MaNoSCA
US-CaLjSIOA
12. NCES Id. The National Center for Education Statistics number used to identify schools in
the U.S. The NCES Id can be found at: http://nces.ed.gov/globallocator/.
Examples:
510009000015
13. Branding Device. The URI for a repository logo.
Example:
http://www.collectionscanada.ca/seal.gif
14. Descriptive Language. The primary language used for description by the repository.
Examples:
eng
fre
Repository Statistics
The Repository Statistics tab was designed to contain statistical information on repositories for the
Archival Metrics project. The Archival Metrics project is working to standardize data collection
instruments, procedures, and definitions to allow for consolidation and analysis of data across
institutions.
Basic steps for recording repository statistics
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Chapter 5
1. From the repository record, click on the Repository Statistics tab.
2. Select the
button.
53
3. Enter the Year Of Report. This is the year in which the repository statistics were recorded.
This is the only required field for this tab.
4. Save the repository record by pressing the
button at the bottom right corner of the
window. The information entered will now be listed under the Repository Statistics list
54
Chapter 5
button will save the record you
screen. If you are entering multiple records, the
are working in and open a new Repository Statistics record.
5. The information entered will now be listed under the Repository Statistics list screen.
Additional Elements
55
1. Services provided. Check the applicable patron services provided by the repository.
2. Staff size. A numerical representation of the types of staff members working at the
repository.
3. FTE Functional Distribution. A numerical representation of the time the repository
dedicates to archival tasks.
4. Collection Foci. Check all the applicable collection types for the repository.
5. Major Subject Areas. List the major subject areas the repository’s collections cover.
6. Percentage Off Site. A percentage representing a portion of the repository’s total
collection that is stored off-site versus onsite.
7. Repository’s Physical Characteristics. A square footage assessment of each of the
areas the repository may have.
Default Values
The repository record also contains a Default Values tab where default values for data elements and
notes within the Toolkit can be established. This is one of the Toolkit’s customization features and is
described in detail in Chapter 15.
Notes
The repository record has a Notes tab for recording any narrative information about the repository
itself. This might include the collection development policy, details about operating hours, etc.
1. Label. A header or brief explanatory statement of what the note is. A few options are
provided in an editable drop-down list.
Examples:
Reading Room Hours
2. Note Text. Content of the note itself.
Examples:
Open Monday through Friday, 9:00-5:00
Managing users
Overview
Once the repository record is completed, the Toolkit is ready to be used by anyone with access to the
computers / servers on which the application is installed. It is likely that most repositories using the
Toolkit will want to control certain users' access to some of the information or features of the
application.
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Chapter 5
The Toolkit provides the means to assign a user to one of five access classes. The classes represent an
expanding sequence of functionality and access. Class 5, for instance, represents access to all the
functionality and information stored in the AT for all repositories, while Class 1 represents access to
very basic data entry functions for describing already accessioned resources and their components.
Class 1 is the default value.
Note: Class 5 permissions are analogous to what are often referred to as superuser
permissions. As with other systems, it is not recommended to do daily work in the
Toolkit while logged in as a superuser. Therefore, the Toolkit’s administrator may wish
to create and use two accounts - one as the superuser and one with Class 4 or Class 3
permissions. For more information on permission designations, see the User record
data elements section. A detailed listing of user permissions is provided in the
appendices.
Basic steps for creating a user record
1. From the Setup menu, select Users.
57
2. Press the
button.
3. Enter a User Name.
4. Press the
button to assign a password.
A window will appear asking you for the new password. Enter a password, re-enter it in
the Repeat New Password box, and press OK.
5. Save the user record by pressing the
button at the bottom right corner of the
window. If you are entering multiple records, the
are working in and open a new user record.
button will save the record you
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Chapter 5
Caution! If the record does not include the required elements listed above, the Toolkit
will indicate that the record cannot be saved because one or more of the required
fields is not complete. The incomplete fields will be listed in the error message. These
fields must be completed in order to save the record.
User record data elements
Elements Required by the Archivists’ ToolkitTM
1. Username. Create a user name to use when logging into the Toolkit.
4. Password. Use the
previously described.
button to assign a password for the user, as
Additional Elements
The minimum user record can be extended by recording data for any of the following data
elements:
1. Full Name. The user’s complete name.
Examples:
John Depp
Marie Smith
2. Title. The user's position title.
Examples:
Head, Archives and Special Collections
Project archivist
3. Department. If your repository is organized into departments, you may wish to record the
user’s department here.
Examples:
Technical services
Public services
4. Email. The user’s email address.
Examples:
[email protected]
5. Access class. The access classes, ranging from one to five, correspond to the following
permissions:
59
Class 5: Superuser. All read/write and functional permissions for all repositories sharing
the installation.
Class 4: Repository Manager. All read/write and functional permissions for a single
repository.
Class 3: Project Manager. Read only permissions for repository and user records, all other
read/write and functional permissions for a single repository.
Class 2: Advanced Data Entry Staff. No application or project management
customization permissions. Unable to read or write name contact information.
Class 1: Beginning Data Entry Staff. No application customization permissions. Unable
to read or write name contact information. Read only access to accession, digital object,
name and subject records. Read/write permissions on resource and component description
records.
A more complete list of user class permissions is provided in the Appendices
6. Repository. Use the drop-down box to assign the user to the appropriate repository.
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Chapter 6
Importing Data
EAD 2002
The Archivists’ ToolkitTM allows for the importing of valid EAD version 2002 finding aids into
description resource and component records.
Note: The AT does not guarantee complete round-tripping of data (i.e. the data
that is imported into the system may not be exactly the same as the data that is
exported). For more details, see the section on data mapping at the end of this
chapter, and the EAD to AT data map in the appendices.
Constraints on EAD
To be imported, the EAD must meet the following conditions:
1. EAD files must:
a. Be valid version 2002 documents. Version 1.0 EAD files need to be converted to
version 2002 prior to import.
b. Contain a <unitid> within the <archdesc>.
c. Conform to the EAD DTD or to the EAD schema (EADs using the EAD group
DTD are not accommodated in the AT EAD import process).
2. Not all valid EAD tagging can be accommodated by the Toolkit’s data model, though such
instances are rare. Where inline tagging is encountered in a source EAD, it is imported into
the Toolkit as mixed content and is visible as XML in its appropriate database field.
Examples of inline content include formatting tags (such as <emph>, <lb/> and tables),
access points outside of <controlaccess> tags, and external references (with the exception
of dao types, which are mapped as digital instances). For example, a note encoded as
follows:
. . .taken at the crossing of the Ebro in July 1938. In an
article that appeared in the <title
render="italic">Volunteer for Liberty</title> in September
. . . Ebro Offensive:</p>
<blockquote><p>
In the period of reorganization ...
</p></blockquote>
Will be imported with some tagging retained as mixed content
:
Note: As seen in the example above, paragraphs are displayed in the AT
with two line returns. Therefore, the <p> tags do not appear in the note.
4. Most internal referencing between id and target tag attributes are retained with some
provisions: the Toolkit’s “persistent identifier” replaces the id target pairing and the
Toolkit’s “targets” are limited to notes and components.
5. The quantity of data for an element must not exceed the data size stipulated for the target
field, e.g., the size of a <head> must not exceed the limit for a note label.
6. Named entities are not supported. Entities must be resolved before import. For example, if
you use entities to reference special characters, substitute the Unicode hexadecimal
character for the named entity.
Importing a single EAD file
1. From the Import menu, select Import EAD.
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2. Choose the file to be imported.
3. Select the repository that holds the materials described in the finding aid.
4. Press the
button.
The Toolkit will display a message indicating the progress of the import:
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If an error is encountered, such as an invalid EAD, the Toolkit will display an error message indicating
that the file could not be imported:
There are several factors that could result in a failed import of an EAD instance:
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Chapter 6

The EAD instance is not a version 2002 EAD.

The EAD instance is not well formed: all start tags need to have end tags, all elements need to
be correctly nested, all files should have a root element, and attribute values should be enclosed
in quotation marks.

The EAD to be imported already exists in the Toolkit as a multi-level resource, that is, there is
already a resource record in the Toolkit with the same resource identifier as the EAD to be
imported and that resource record has linked resource component records. If the resource
record does not have linked resource component records, then the EAD selected for import will
be imported and will overwrite or merge with fields in the existing Toolkit resource record.
Fields that are present on re-import will overwrite the existing field, and fields that are not
present on re-import will retain the old values rather than inserting a blank or null value for that
field. The problem may be corrected by deleting the resource description already in the AT and
then importing again the EAD that failed to import. It can also be avoided by restricting editing
processes to within the Toolkit.

There should be no line breaks in the <ead> tag, including breaks in between attributes of the
tag. Otherwise the EAD will not import.

The quantity of data in the EAD source element exceeds the quantity of data permitted for the
AT target element.

Named entities must be resolved before import.
If import of the record is successful, the Import Log appears, and lists any record validation errors in
the resulting AT record(s):
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These particular errors indicate how the newly created AT record fails to meet AT record
requirements. They typically consist of absent data elements that are necessary for a valid AT record.
You will be prompted to correct these errors once the resulting record is opened in the AT. They must
be corrected in order for you to save the record again.
In addition, the Import log will list items that have been added to lookup lists. These items should be
reviewed for accuracy and in most instances removed as they can affect system functionality. More
information about data cleanup is listed at the end of this chapter.
Batch Importing EAD
1. From the Import menu, select Import EAD.
2. Choose the folder that contains the EAD files to be imported.
3. Select the repository that holds the materials described in the finding aid. Only one
repository can be selected. If you are importing EAD files from various repositories, the
files should be grouped by repository and imported in smaller batches.
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Chapter 6
4. Press the
button.
5. The Toolkit will proceed in the same manner it does when importing a single record; it will
first display a processing message, and then either output a failed import message if the
import is unsuccessful, or output an import log. See the section on importing a single EAD
record for troubleshooting failed import messages.
6. If the import is at least partially successful (i.e. some of the EADs were imported), the
Import Log will list any errors that occurred during the import process. These errors
typically consist of absent data elements that are necessary for a valid AT record. You will
be prompted to correct these errors once you open the resulting record in the AT. They
must be corrected in order for you to save the record again. The import log will also
display a file-by-file listing of which EADs were successfully imported.
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Mapping of EAD elements to Archivists’ ToolkitTM fields
The entire EAD data structure does not map directly to the AT’s data structure; thus, in order to make
sure that no data is lost, certain elements are imported as mixed content. That is, some data will be
imported into a field with all of its internal tagging intact. Tables and linking elements are examples of
EAD elements that are imported as mixed content. For example, a biographical note (<bioghist>) that
contains a <table> will be imported into the Toolkit’s Biographical/ historical note field, with all
content and tagging.
Note: A complete EAD to AT mapping is available in the appendices. It is
organized into four sections, each on an individual tab in the Excel spreadsheet.
Though some aspects of the mapping are explained below, those interested in
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the complete details of how EAD elements are imported into the Toolkit should
refer to the mapping document.
Linking elements are also imported as mixed content. For internal references imported into the Toolkit
(<ptr>,<ptrloc>, <ref>, <refloc>) the target and id pairs are realigned so that they contain Toolkit
persistent ID values. For descriptions created within the AT, only <extref> and <ref> elements are
used by the Wrap in tag editor, though you are free to hand code any other linking elements you wish
to use.
A final note on linking elements relates to importing indexes; within an <index>, the Toolkit only
supports one link per index entry. Therefore, <ptrgrp> elements are not imported.
Due to the flexibility of EAD, some instances of imported data will not map to the desired field. For
example, the complete content of <revisiondesc> is mapped in the AT to the Revision Description
field. The <date> attribute is not parsed into the Revision Date field because there can be multiple
<revisiondesc><date> elements in the imported EAD. It is necessary to manually place the <date>
attribute into the Revision Date field for the EAD to export correctly. If this is not done, the
<revisiondesc> element will not be present in the EAD export. This is because a date element is
required for a valid EAD <revisiondesc><change> element.
On import, data in the <daodesc> is mapped to a general note, with the title of “Digital Archival Object
Description” attached to the newly created digital object. Data is imported to this location (rather than
to a more specific data element) because usage of the <daodesc> varies widely. The data, as imported
into general note will not be included in EAD exports generated from the parent resource; the newly
exported <daodesc> will be populated with data from the digital objects title and date fields. Exports
(MODS, DC, MARCXML) of the digital object record will include the general note (according to the
export data maps). Consequently, post-import clean up of the data from <daodesc> highly is
recommended. Depending on the nature of information, this can be done by moving it to a more
appropriate element in the digital object record or by deleting it from the record.
MARCXML
The Archivists’ ToolkitTM allows you to import valid MARCXML records into description resource
records; however, the AT is not designed to manage MARC records. The MARC import function is
provided simply to allow repositories to bring all their resources within a single management tool,
whether they are described in legacy MARCXML records, EAD records, or created from scratch in the
Toolkit.
Caution! The AT MARC import function does not support round tripping of
MARCXML records (i.e., the MARCXML record exported from the AT will not be the
same as the MARCXML record that was imported). The import of MARCXML records
into the AT involves loss of data granularity, and in some cases, loss of data. For
instance, some subfield demarcations are not supported in the AT so that, although the
data is imported, it is concatenated within the same AT field. While the AT is designed
to support the MARCXML data elements typically used for describing archival
materials, there may be cases where an imported MARCXML record contains a field
not supported by the AT.
69
Despite these constraints, repositories may wish to import MARCXML in the following scenarios:

When legacy data for archival resources is in the form of MARCXML records and not in
the form of EAD finding aids and the repository wants to manage the resources described in
the MARCXML records in the AT.

When the MARCXML records for archival materials are considered to contain the only, or
the more authoritative, name and subject headings than what are present in a repository’s
EAD finding aids.
Import has been intentionally designed as a “one record at a time” process based on the
aforementioned recommendations for MARCXML import scenarios. Though MARCXML records
usually are exported from an Integrated Library System as a “batch,” importing batches of resources
may cause AT records to be unintentionally overwritten or duplicated.
Constraints on MARCXML
To be imported, the MARCXML record must meet the following conditions:
1. It must be a valid MARCXML record with type coded to “bibliographic.”
2. The source file must contain only a single MARCXML record.
3. MARCXML records that contain a 773 field, indicating the record is a “child” record
related to a “parent” record, will not be imported.
4. The MARCXML record must contain a 210, 222, 240, or 245 title field or the record
will not be imported.
5. If the tagging follows the <marc:[tag]> convention, the namespace declaration of the
imported document must be:
xmlns:marc="http://www.loc.gov/MARC21/slim"
xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
xsi:schemaLocation=http://www.loc.gov/MARC21/slim
http://www.loc.gov/standards/marcxml/schema/MARC21slim.xsd
Otherwise the namespace declaration must be:
xmlns="http://www.loc.gov/MARC21/slim"
xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
xsi:schemaLocation="http://www.loc.gov/MARC21/slim
http://www.loc.gov/standards/marcxml/schema/MARC21.xsd"
Importing MARCXML
1. From the Setup menu, select Import, then Import MARC.
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2. Choose the file containing the MARCXML record to import.
3. Select the repository that holds the materials described in the MARCXML record.
4. Indicate resource identifier.
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Note: If the resource identifier matches the resource identifier of an existing
record, the Toolkit will ascertain whether or not the existing AT record contains
linked component records. If it does not contain linked component records, the
resource record will be overwritten. If it does contain linked component
records, the Toolkit will respond that the MARCXML record cannot be
imported.
5. Indicate whether you wish to import the entire MARCXML record or ONLY the 1xx, 6xx,
and 7xx fields for name and subject headings.
6. Press the
button.
If an error, such as an invalid MARCXML is encountered, the Toolkit will display an error message
indicating that the file could not be imported. If import of the record is successful, an import log will
appear, listing any validation errors present in the imported record:
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These errors typically consist of absent data elements that are necessary for a valid AT record. The first
time you open the resulting AT record, the AT will prompt you to correct these errors, and will not
allow you to save the record again until the corrections have been made.
Mapping of MARCXML elements to Archivists’ ToolkitTM fields
A MARCXML to AT mapping is available in the Data Maps section of the AT web site support page
(www.archiviststoolkit.org/support).
Tab-delimited accessions data
Importing accessions data
The Archivists ToolkitTM allows you to import data from either a tab-delimited file from a table or flat
file, or from an XML file structured according to the Accessions XML schema provided with the
Toolkit. This data may be imported into the accessions, names, or subjects functional areas. There are
certain limitations inherent in implementing the tab-delimited method: only one name and subject type
can be imported per accession. The tab-delimited import is also more likely to introduce data errors
that result in extra data clean-up work. The XML accessions schema was designed to address the
limitations of the tab-delimited ingest method. While the XML schema method is recommended for
these reasons, it does require more technical knowledge in order to transfer data from a database to the
XML format.
Importing tab-delimited accessions data
73
The Toolkit will not import information straight from a database, such as Access or Filemaker Pro. To
transfer accessions data to the Toolkit, a tab-delimited file must be exported from the database
containing the information. This tab-delimited file can then be imported into the Toolkit. Before
importing data into the Toolkit, the data must be mapped to the fields in the Toolkit. See the
Preparing the Tab-delimited Accession File appendix for mapping instructions.
Importing accessions data
1. From the Import menu, select Import Accessions (Tab delimited)
2. Make the following selections:
a. Choose the file to be imported.
b. Select the repository to which the accession data applies.
c. Indicate the format of the dates contained in the file to be imported.
d. Select the appropriate Resource record creation option.
Do not create resource record. No resource records will be created; only accession
records. If there is a resource identifier in the import file the system will check to see
if the resource exists and link to it.
Create resource with resource id only. If there is a resource identifier in the import
file the system will check to see if the resource exists and link to it. If not, a new
resource record will be created. Only the resource identifier and repository fields
will be present in the resource record; all other fields will be empty.
Create resource record using all fields. If there is a resource identifier in the
import file the system will check to see if the resource exists and link to it. If not, a
new resource record will be created. All of the fields that can be transferred from an
accession record will be populated in the resource record. See Chapter 7 for a table
listing how these fields are mapped.
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3. Press the
button to begin.
A progress window will track the import process. If errors are encountered, an error log
will appear at the end of the process.
Note: Several error conditions can cause the import to fail, in whole or in part:
 An improperly formatted import document will cause the entire process to fail. No
records will be imported.
 An invalid record will not be imported. To be valid an accession record must have
an accession number and an accession date. A list of validation rules is provided in
the appendices.
 Incorrectly formatted data, e.g., a non-accepted date format, or data mismatch,
e.g., text data where integer data is required, will cause import of a record to fail.
If the import document is formatted correctly, the process will proceed record by record. All valid and
error-free records will be imported. All invalid and / or errant records will not be imported and will be
listed as such in the resulting log.
If no errors are encountered, you will see a window like the one shown below.
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If any record does not follow the validation rules listed in the appendices, import of that record will
fail.
Importing XML accessions data
XML formatted accession data can also be imported into the Toolkit. The XML format allows for
multiple names and subjects types to be imported. The XML schema needed to create XML formatted
data is named accessionsImport.xsd and can be found in the “conf” folder in the directory where the
Toolkit is stored. Sample documents are provided in the appendices.
To import XML accessions data:
1. From the Import menu, select Import Accessions (XML).
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2. Make the following selections:
a. Choose the file to be imported.
b. Select the repository to which the accession data applies.
c. Select the appropriate Resource record creation option:
Do not create resource record. No resource records will be created; only accession
records. If there is a resource identifier in the import file the system will check to see
if the resource exists and link to it.
Create resource with resource id only. If there is a resource identifier in the import
file the system will check to see if the resource exists and link to it. If not, a new
resource record will be created. Only the resource identifier and repository fields
will be present in the resource record; all other fields will be empty.
Create resource record using all fields. If there is a resource identifier in the import
file the system will check to see if the resource exists and link to it. If not, a new
resource record will be created. All of the fields that can be transferred from an
accession record will be populated in the resource record. See Chapter 7 for a table
listing how these fields are mapped.
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3. Press the
button to begin.
A progress window will track the import process. If errors are encountered, an error log will appear at
the end of the process.
Note: Several error conditions can cause the import to fail, in whole or in part:
 An improperly formatted import document will cause the entire process to fail. No
records will be imported.
 An invalid record will not be imported. To be valid an accession record must have
an accession number and an accession date. A list of these validation rules is provided
in the appendices.
If the import document is formatted correctly, the process will proceed record by record. All valid and
error free records will be imported. All invalid and / or errant records will not be imported and will be
listed as such in the resulting log.
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Legacy Data Cleanup
Overview
Importing legacy data will likely require data cleanup, either before the data is imported, or within the
Toolkit once the data have been imported. Failure to cleanup legacy data will lead to subsequent
problems within the Toolkit; it is recommended that data cleanup be a top priority after import is
completed.
Potential data cleanup issues
The following issues may present themselves in data that is imported into the Toolkit:
1. Import of invalid records. In most cases, the Toolkit will import resource records that do
not contain required fields. These fields must be completed before any additional edits to
the record can be saved. These invalid records can cause problems with operations such as
merging of subject or name terms, merging resource records or merging of items in a
lookup list.
2. Import of repetitive terms in lookup lists. When importing into fields controlled by
lookup lists, the Toolkit will import data that doesn’t match elements in the lookup list. For
example, you may import “aat” into the Subject Source field, where the default value in
the lookup list is “Art & Architecture Thesaurus (aat).” At times the terms may appear to be
the same, but trailing whitespace causes the two strings to be different. The Merge Item
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feature in the lookup lists can assist you with cleaning up this kind of inconsistency in your
data.
3. Import of punctuation repeated by built-in operations in the Toolkit. In many
instances, the Toolkit automatically provides punctuation for subject and name terms. If
your subject and name data is imported with punctuation, there may be repetition in the
Toolkit’s displays and outputs.
Methods for data cleanup
Correcting invalid records
Each record in the AT has required fields. The Toolkit can import resource records that are
missing these fields, and the import log will highlight which imports have these absences
associated with them. These fields must be corrected before any additional information can be
stored in the record. Invalid records can also create problems when merging data; since
merging data is a necessary method for cleaning up other data errors, it is important to fill in
the required fields for all imported records first. To correct these fields, each imported record
needs to be opened, the field data entered, and then saved. The application will alert users to
which required fields are necessary if they are not completed.
The Merge function
The Toolkit offers a Merge feature for subjects and names, as well as lookup lists, which is
useful for management and clean up of your authority records and lookup lists. Merging two
terms together results in the undesirable or redundant heading or list item being deleted, and all
of its linked accession and description records being linked to the more desirable heading or list
item. You might use this feature to perform data clean up if importing data has resulted in
redundant records or if you find that related terms have been used inconsistently.
Refer to Chapter 11 for instructions on merging Name and Subject headings.
Refer to Chapter 15 for instructions on merging lookup list items.
Correcting data mapping
Due to the flexibility of EAD, some instances of imported data will not map to the desired
field. Examples of this are listed in the section above on Mapping of EAD elements to AT
fields. Moving the data into the correct fields will ensure that records are exported correctly.
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Chapter 7
Accessioning Archival Materials
Overview
The Accessions functional area is designed for establishing basic intellectual and physical control over
a new accession at the time it is received in the repository. The accession record allows for recording
information about the accession transaction, about the contents of the accession, and about several
basic collection management events related to the accession.
An accession record documents a single accession transaction. The Toolkit requires two data elements
for an accession record, though you may enter many more. The required elements are a unique
Accession number and the Accession date. These two elements serve to document the accession
transaction only.
The Toolkit provides additional elements for describing the accession more fully and for capturing
basic collection management information. It also allows for the addition of creator, source, subject, and
location information to an accession record by linking the record to name, subject, and location
records.
It is not necessary to use the Accessions module if the sole objective is to create end-user descriptive
products, such as finding aids and catalog records for the repository’s archival resources. However,
one of the benefits of using the Toolkit is the ability to record accession, collection management, and
description information within the same system.
Basic steps for creating an Accession record
1. From the Main Screen, select Accessions and press the
button.
2. Enter a unique Accession Number.
3. Enter the date of the accession transaction in the Accession Date field.
4. Save the accession record by pressing the
window. If you are entering multiple records, the
are working in and open a new accession record.
button at the bottom right corner of the
button will save the record you
Caution! The record cannot be saved if the Accession Number is not unique. The
Toolkit will indicate if this is the case and will prompt you to change it to a unique
string.
If the record does not include the two required elements listed above, the Toolkit
will indicate that the record cannot be saved because one or more of the required
fields is not completed. The incomplete fields are indicated in the error message
and those required field(s) must be completed in order to save the record.
Accession data elements
Elements Required by the Archivists’ Toolkit
1. Accession Number. The accession number must be unique. It may consist of up to four
individual elements of which only the first is required. This first element, limited to 10
characters, is the only element that is required, though it is best to use more than one
element if the accession number is a multi-part number such as year followed by a
consecutive number. In all displays and output, the Toolkit inserts a period between each
element.
If the accession number is not unique, the Toolkit will alert you that the accession number
already exists in the system (“Can’t save, duplicate record”). Enforcing uniqueness ensures
that every accession record in the Toolkit represents only one accession.
DACS Reference: 5.2.5
Examples:
One element: G10669
Two elements: 1976.034
Four elements: NYU.Fales.2010.33
2. Accession Date. The date of the accession transaction represents the date of receipt of the
materials, which is not necessarily the same as the date the accession record is created. In
other words, the date stamp that the Toolkit automatically assigns to the accession record
documents the record creation, and is not intended to document the accession transaction.
The date must be input according to the format established as the preferred date format in
the application. See Chapter 15 for more information on setting the date format.
Examples:
12/03/2004 (mm/dd/yyyy)
Additional Elements
The minimum accession record can be extended by recording data for any of the following data
elements available for the accession record. None of these data elements are required to create an
accession record. However, there are requirements associated with some of the data elements if they
are utilized. For instance, certain date fields must be expressed by four-digit year format only.
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The Basic Information Tab
1. Link Resource. The accession may be linked to one or more archival resources using the
Link Resource button. Clicking on this will open a list of resources. To link to the
resource, locate the name by scrolling through the list or use the Filter box to narrow down
the list. Then, either double click on the resource in the list, or select the resource and press
Link.
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Multiple Resource IDs may be added to link the accession record to more than one archival
description or resource record. This may be necessary if the accession has a mixed
provenance and its contents are distributed among multiple archival resources. When this
occurs, you may wish to use the Accession Disposition Note field (located on the
Accession Notes tab) to provide more information.
In addition to linking an accession record to an already existing resource record, it is
possible to create a new resource record from the accession record. To do so, select the
button. A new resource record will appear. Some fields in this record
will already be populated with information from the accession record from which it
originated. For example, the Title from the accession record will appear in the Title field of
the new resource record.
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The following table lists all of the elements that are mapped from the accession record to a
resource record created in this manner.
Accession Record to Resource Record Mapped Elements
Directly Mapped Fields
Accession Table Elements
Resource Table Elements
Field Label
Field Label
Title
Extent Number
[Extent Measurement]
Title
Extent Number
[Extent Measurement]
Container Summary
Date Expression
Date Begin
Date End
Bulk Date Begin
Container Summary
Date Expression
Date Begin
Date End
Bulk Date Begin
Bulk Date End
Restrictions Apply
Repository
Bulk Date End
Restrictions Apply
Repository
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Indirectly Mapped Fields
Accession Table Elements
Field Label
Description
Condition Note
Access Restriction Note
Use Restriction Note
Accession Number
Title
Name Linked
Subject Linked
Resource Table Elements
Field Label
Scope and Contents Note
General Physical Description Note
Conditions Governing Access Note
Conditions Governing Use Note
Accession Number Linked
Accession Linked
Name (Linked)
Subject (Linked)
Note: The Toolkit will not validate a unique Resource Id until all of the required
fields are completed and the OK button is clicked. If the Resource Id is not
unique, all the information previously entered will be lost. Thus it is a good idea to
filter through the existing Resource records in the Link Resource to Accession
screen to determine whether the new Resource Id is unique.
Once all of the desired resources are linked, press Close Window to return to the accession
record. The linked resources will appear in the Resources linked to this accession area. To
delete links between accessions and resources, highlight the resource ID you wish to remove
under the Resources Linked to this accession area and click on Remove Link.
DACS Reference: 2.1.3
2. Resource Type. Each resource can be classified into a subdivision of the repository's
holdings. For example, a College and University Archives may wish to distinguish
manuscript collections from archival records for the purpose of generating statistics. A
manuscript repository may have multiple collecting areas to track, such as literary
collections, business collections, etc. The Toolkit provides a list of default options for the
field (Collection, Papers, Records), but the list may be customized by the repository (see
Chapter 15).
DACS Reference: 2.3.18
Examples:
Organizational records
Personal papers
History of science and technology collection
3. Title. The title is usually a concatenation of the creator name and a term describing the
form of materials, whether general (papers, records) or specific (correspondence, diaries).
The title of the accession will typically, but need not always, match the title of the resource
to which the accession belongs. For example, the accession title may be John Smith Diaries,
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which is to become part of the Smith Family Papers.
DACS Reference: 2.3.18-2.3.22
Examples:
John Smith Diaries
Office of the President Correspondence
Marie Dolores Jones Papers
4. Extent. First, enter the number of units as a whole or decimal number. Then select the type
of measurement (cubic feet or linear feet).
DACS Reference: 2.5.4-2.5.9
Examples:
10 cubic feet
148.5 linear feet
5. Container Summary. Enter an enumeration of the number and type of containers that
house the accession.
DACS Reference: 2.5.4-2.5.9
Examples:
5 cartons, 3 boxes, 1 flat box
10 record cartons, 3 archives boxes, 4 map folders
6. Change Repository. Press the Change Repository button to open the list of repositories and
change the repository to which the accession is assigned.
Note: This option is only available to users with class 5 permissions.
7. Dates. A number of elements are available for recording the dates of creation of the
materials. Dates can be entered in integer form (Date Begin, Date End, Bulk Date Begin,
Bulk Date End), and/or as a free-text string (Date Expression). Integer dates are used to
support computer processing of date information (e.g., searching). The date expression is
designed for human readability and allows for the use of qualifiers, such as circa or before.
It is the date expression that typically displays to end-users.
a. If you wish, you may only enter a Date Expression rather than using the fields for
integer dates. However, doing so may limit your ability to support searching by date
in exported objects such as MARCXML records and EAD documents.
DACS Reference: 2.4
Examples:
Between 1925 and 1953
ca. 1911
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1913-1998, bulk 1950-1972
b. Integer Dates. (Date Begin, Date End, Bulk Date Begin, Bulk Date End). Integer
dates must be entered in years only, with no days or months.
Enter inclusive dates using the Date Begin and Date End fields. Enter bulk dates in
the Bulk Date Begin and Bulk Date End fields. A value must be entered in both
Date Begin and Date End. For single dates, the values are identical, whereas for
ranges, they differ. In addition, bulk dates can only be expressed when inclusive
dates are specified, and the bulk dates must be contained within the inclusive dates.
DACS Reference: 2.4
Examples:
1922--1922
(Single date)
1900--1930
(Inclusive dates)
1910--1918
(Bulk dates)
8. Deaccessions. A deaccession record may be linked to an accession or resource record. See
Chapter 8 for instructions.
9. Locations. Use the
button to assign locations to the accession. See
Chapter 13 for specific instructions on assigning locations.
10. General Accession Note. Use this field to note any information that does not fit in any of
the more defined fields. This is a catch-all note for use by repository staff.
The Accessions Notes Tab
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Chapter 7
1. Acquisition Type. Indicate the type of accession transaction. This refers to the way in
which the accession was acquired. Options include: deposit, gift, purchase, or transfer.
These options may be customized by repository. See Chapter 15 for instructions.
2. Retention Rule. Indicate any statute, regulation, or rule establishing the minimum period
for maintaining the records.
3. Description. This field serves as a preliminary scope and contents note, and might include
description of document types and topical contents represented in the accession
DACS Reference: 3.1.4-3.1.7
Examples:
Contains correspondence and financial records for
Smith's clothing business, as well as personal diaries.
Provost's correspondence, subject files, and program
files. Includes information about diversity protests and
formation of ALANA scholarships.
4. Condition Note. Enter notes about the physical condition of the materials, preservation
actions that may be necessary, and any special handling requirements.
Examples:
Rolled drawings in tubes 10-17 are brittle and in need
of humidification.
89
Collection is filled with mold and silverfish. Deep
freeze treatment is scheduled. Materials should not be
unpacked in the department and persons processing the
materials should wear inhalation guards.
Nitrate negatives in box 12 are in poor condition and
should not be filed with other negatives. Schedule for
reproduction and subsequent destruction.
5. Inventory. You may enter or paste a container list or other form of preliminary inventory in
this field. As an alternative, you may provide a reference to the existence and location of an
external paper or electronic document that contains the inventory.
Examples:
Box list from office of origin filed in archives.
c:/transfers/provost/20061213contentslist.doc
or
Box 1 Correspondence, ca. 1970-1983
Boxes 2-3 Subject files, 1972-1984
Box 4 Program files, 1980s
6. Accession Disposition Note. Note documenting the eventual disposition of the accession.
May include information about materials weeded, the archival resource(s) into which the
accession was integrated, any materials returned to the source, etc.
DACS Reference: 5.3, 6.3
Examples:
During processing, it was determined that the
accession included materials created by both John
Smith and his cousin and business partner, Zachariah
Smith. The accession was separated into the John Smith
papers and the Zachariah Smith diaries.
Duplicates weeded and returned to the donor.
7. External Documents. Link to related external documents that are stored outside of the
Toolkit. For example, you may wish to link to transfer documents, deeds of gift, or
preliminary descriptions made available online.
To link to a document, press the Add Document button.
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Chapter 7
You will be asked for the Title and the HREF for the document.
a. Title. Enter the document title. This will be used as the linked text in any
outputs.
Examples:
Deed of Gift
Office of Admissions Transfer Sheet
b. HREF. A Universal Resource Identifier (URI) for the document. A persistent
identifier is preferable if the links are to remain viable over time, though there is
nothing to preclude you from using a local directory path and filename.
Examples:
ftp://ftp.is.co.za/rfc/rfc1808.txt
http://www.ietf.org/rfc/rfc2396.txt
file:///etc/hosts
Once you have entered the Title and HREF, press OK to save the link. You may also
preview the document by pressing the
button.
The User-defined fields Tab
The User-defined fields tab is an area in which repositories can create and define custom fields to
capture any information not otherwise captured by standard AT fields. See Chapter 15 for
instructions on how to configure these fields to the needs of your repository.
The Names & Subjects Tab
Use the Names & Subjects tab to add names as creator, source, or subject, and to add topical
subject terms. See Chapter 12 for instructions.
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The Acknowledgements, Restrictions & Processing Tasks Tab
1. Acknowledgement Sent/ Acknowledgement Date. Check the Acknowledgement Sent box if
a letter acknowledging the accession has been sent. Record the date of this acknowledgment in
the Acknowledgement Date box. These fields will assist you in tracking the status of
accessioning activities, and can be used to output a report of accessions that need to be
acknowledged.
The date must be formatted according to the preferred date format established for the
application. See Chapter 15 for information on establishing date format preferences.
Examples:
2005/10/3
06-12-6
2. Agreement Sent/Agreement Sent Date. Check the box and/or record the date that the
repository mailed a deed of gift, purchase agreement, transfer agreement, deposit agreement,
etc., to the source of the accession. These fields will assist you in tracking the status of
accessioning activities, and can be used to output a report of acquisition agreements to be
mailed.
The date must be formatted according to the preferred date format established for the
application by the repository. See Chapter 15 for information on establishing date format
preferences.
Examples:
2005/6/8
05-6-8
3. Agreement Received/Agreement Received Date. Check the box and/or enter the date that the
repository received a signed acquisition agreement. These fields assist in tracking the status of
accessioning activities, and can be used to output a report of acquisition agreements that have
not yet been received.
The date must be formatted according to the preferred date format established for the
application by the repository. See Chapter 15 for information on establishing date format
preferences.
Examples:
2005/8/17
05-8-17
4. Rights Transferred/Rights Transferred Date. Indicate if intellectual property rights have
been transferred to the repository. If the source of the accession has transferred intellectual
rights to the custodial repository, check this box and record the date of transfer in the Rights
Transferred Date field.
Because this is a simple yes/no field, repositories that wish to track this information should
establish a documented policy on its use. For example, whether or not to indicate “yes” if rights
have been transferred for only a portion of the materials.
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Chapter 7
The date must be formatted according to the preferred date format established for the
application. See Chapter 15 for information on establishing date format preferences.
DACS Reference: 4.4
Examples:
2004/7/21
06-9-22
5. Rights Transferred Note. Record if there are any notable aspects concerning the transfer of
intellectual property rights from the source of the accession to the repository. For example, this
field can be used to record if rights have only been transferred for a portion of the materials.
6. Restrictions Apply. Indicate if restrictions apply to the accession. This is a simple yes/no field.
Click to put a check mark in the box if there are restrictions, and use the next four fields to
characterize the restrictions.
DACS Reference: 4.1.5-4.1.6; 4.2.6-4.2.7; 4.3.5-4.3.6
7. Access Restrictions. Indicate if the restrictions are access restrictions.
8. Access Restrictions Note. Include here any useful statements indicating what materials in the
accession have restricted access, what the authority of the restriction is, and for how long the
restriction is to be in effect.
DACS Reference: 4.1.5-4.1.6; 4.2.6-4.2.7; 4.3.5-4.3.6
Examples:
Diaries in box 12 have been restricted by the donor
until 10 years after her death.
Medical records in cartons 42 and 66 are restricted by
legal statute until 75 years after the date of their
creation.
Manuscripts in box 33 are fragile and restricted from
use.
9. Use Restrictions. Indicate if the restriction is a use restriction.
10. Use Restriction Note. Indicate which materials have use restrictions, how the materials can be
used, what the authority of the restriction is, and for how long the restriction is to be in effect.
DACS Reference: 4.4
Examples:
Material is in the public domain.
Diary is fragile. User photocopy must be used in its
place.
11. Processing Priority. Indicate the priority the repository assigns to completing processing of
the accession. The values in the lookup list can be configured by the repository. See Chapter 15
for details on such customization.
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12. Processors. Enter here the names of the staff members responsible for processing the
collection.
13. Processing Plan. Type or paste a complete processing plan here, or, if a processing plan exists
in print or electronic form externally, its existence and location may be referenced here.
Examples:
Processing plan available in control file.
14. Processing Started Date. Record the date on which the processing of the accession began. The
date must be formatted according to the preferred date format established for the application.
See Chapter 15 for information on establishing date format preferences.
15. Processing Status. Describe here at which stage the processing project is, i.e., just begun, near
completion, completed, etc. The values in the lookup list can be configured by the repository.
See Chapter15 for details on such customization.
16. Accession Processed/Accession Processed Date. Indicate the date when arrangement and
description of the accession is completed. This will likely be added later, rather than at the time
of accessioning. This field will assist in tracking processing activities, and can be used to
produce a report of processed accessions.
The date must be formatted according to the preferred date format established for the
application. See Chapter 15 for information on establishing date format preferences.
Examples:
1997-10-13
10/13/97
17. Cataloged/Cataloged Date. Indicate if the accession is represented in a completed catalog
record (e.g., MARC) record. If the accession has been cataloged, check this box. This field can
be used to generate a report of all cataloged or un-cataloged accessions. Use the Cataloged
Date field to record the date the accession was cataloged. The date must be formatted
according to the preferred date format established for the application by the repository. See
Chapter 15 for information on establishing date format preferences.
18. Cataloged Note. Record notes related to the catalog record, for example the record control
number of the MARC record documenting the accession.
Note: To produce a MARCXML record from the Toolkit, you must complete
a preliminary description record. MARCXML records cannot be output from
an accession record.
Relationships with other records
Adding creator, source, subject, and location information to the accession record involves establishing
relationships with records from other functional areas.
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Chapter 7
1. Description. Accession records may be linked to one or more resource description records.
Linking accessions to their eventual archival resource records requires linking to the
Resource ID for the appropriate archival resource. A resource record may also be
generated from the accession record using the Create Resource function on the Link
Resource to Accession record picker. See above for a list of resource record fields that can
be derived from the accession record.
2. Creator(s). Adding creator information to the record involves linking the accession record
to one or more name records. See Chapter 12.
3. Source(s). The source refers to the individual or organization from which the repository
acquired the materials. As with creators, adding a source to the accession record involves
linking to a name record. See Chapter 12.
4. Subject Name(s). As with creators and sources, adding a name as subject to the accession
record involves linking to a name record. See Chapter 12.
5. Subject(s). Adding topical, geographic, and genre headings to the accession record requires
linking to one or more subject records. See Chapter 12.
6. Location(s). To assign a shelf location for the accession, a location record linked to the
accession must be created. See Chapter 13.
Accession reports
Many descriptive, administrative, and statistical reports can be generated from the data stored in
accession records. Chapter 14 provides instructions for generating reports. Examples of the following
reports are available in the appendices:
1. Print Screen. Prints the list of accessions as displayed in the accessions list screen. This
report is only available through the list view.
2. Accession intellectual property status. Displays the intellectual property status of listed
accession(s). Report contains accession number, linked resources, title, extent, cataloged,
date processed, rights transferred and a count of the number of records selected with rights
transferred.
3. Accession inventory. Displays the inventory of an accession record or records. Report
contains accession number, linked resources, title, extent, accession date, container
summary, and inventory.
4. Accession processing plan. Displays accessions that have a processing plan. Report
contains accession number, linked resources, title, date range, extent, container summary,
and processing plan.
5. Accession production report. Displays accessions that have been accessioned, processed,
and cataloged during a specified time period. Produces a summary statement of the total
number of accessions, the total extent, total extent processed, and extent cataloged within
the specified date range.
6. Accession receipt. Displays a receipt indicating accessioning of materials. Report contains
accession number, title, extent, accession date, and repository.
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7. Accession record(s). Displays key fields for selected accession record(s).
8. Accessions acquired. Displays a list of all accessions acquired in a specified time period.
Report contains accession number, title, extent, accession date, container summary,
cataloged, date processed, rights transferred and the total number and physical extent.
9. Accessions cataloged. Displays a list of all accessions that have been cataloged. Report
contains accession number, linked resources, title, extent, cataloged, date processed, a count
of the number of records selected that are checked as cataloged, and the total extent number
for those records cataloged.
10. Accessions not cataloged. Displays accession(s) that have not been checked as cataloged.
Report contains accession number, linked resources, title, extent, cataloged, date processed,
a count of the number of records selected that are not checked as cataloged, and the total
extent number for those records not cataloged.
11. Accessions processed. Displays accession(s) that have been processed based on the date
processed field. Report contains accession number, linked resources, title, extent, cataloged,
date processed, a count of the number of records selected with a date processed, and the
total extent number for those records with date processed.
12. Accessions unprocessed. Displays accession(s) that have not been processed. Report
contains accession number, linked resources, title, extent, cataloged, date processed, a count
of the number of records selected with date processed, and the total extent number for those
records without a completed date processed field.
13. Accessions with deaccessions. Displays a list of accession record(s) with linked
deaccession record(s). Report contains accession number, title, extent, accession date,
container summary, cataloged, date processed, rights transferred, linked deaccessions and
total extent of all deaccessions.
14. Accessions with linked names and subjects list. Displays accessions with their linked
names and subjects. Report contains accession number, linked resources, accession date,
title, extent, linked names, and linked subjects.
15. Accessions with rights transferred. Displays list of accession(s) for which rights have
been transferred. Report contains accession number, linked resources, title, extent,
cataloged, date processed, access restrictions, use restrictions, rights transferred and a count
of the number of records selected with rights transferred.
User defined fields are not figured into the default accession reports. Repositories implementing userdefined fields in the accession record and wanting to include those fields in reports will need to use
JasperReports or some similar report writer to modify the default reports or create new reports. The
method for importing these custom reports is described in Chapter 15. Repositories doing so are
encouraged to share the reports they create with the rest of the AT community.
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Chapter 8
Deaccessioning Materials
Overview
During processing and even sometimes after processing is completed, a repository may decide to
permanently remove material from its holdings. These deaccessioned materials may be returned to
their source, offered to another institution, or destroyed. In the Toolkit, these events and the materials
deaccessioned are recorded in a deaccession record, which may be linked to an accession or resource
record.
Basic steps for creating a deaccession record
1. From the appropriate accession or resource description record, press the
button.
2. Enter the date of deaccessioning.
3. Enter a description of the materials being deaccessioned.
4. Save the deaccession record by pressing the
button at the bottom right corner of
the window. If you are entering multiple records, the
you are working in and open a new deaccession record.
button will save the record
Caution! If the record does not include the required elements listed above, the Toolkit
will indicate that the record cannot be saved because one or more of the required fields
is not completed. The incomplete fields will be indicated in the error message. The
required field(s) must be completed in order to save the record.
Deaccession data elements
Elements Required by the Archivists’ ToolkitTM
1. Deaccession Date. The date of the deaccession transaction. The date must be formatted
according to the preferred date format established for the application. See Chapter 15 for
information on establishing date format preferences.
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Chapter 8
Examples:
12/3/2004
12-3-04
2. Description. Description of materials to be removed from the repository’s holdings as part
of the deaccession action.
Examples:
Medical records covering the years of practice.
Eight track tapes that have been converted to digital
audio.
Additional Elements
You can amplify the minimum deaccession record by recording data for any of the following data
elements.
1. Reason. Enter the reason for deaccessioning the materials.
Examples:
The medical records are not an integral part of the
collection and should not have been included in the
accession.
The eight track tapes are no longer a serviceable media.
2. Extent. First, enter the number of units as a whole or decimal number. Then select the type
of measurement (cubic feet or linear feet).
Examples:
10 cubic feet
148.5 linear feet
3. Disposition. Description of the disposition of the records upon their removal.
Examples:
Returned to source
Destroyed
Transferred to University Archives
4. Notification. A yes/no field indicating whether the source of the materials was notified of
their removal. Check the box if the source was notified.
Relationships with other records
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A specific deaccession record may be associated with only one accession record or resource record,
though an accession or resource record may be associated with many deaccession records. An
accession or resource record displays a list of all associated deaccession records. Because there is a one
to one relationship between a specific deaccession record and its related accession or resource record, a
specific deaccession record may only be assigned or viewed within the context of the associated
record.
It is assumed that deaccession records created prior to the completion of arrangement and description
of a resource will be linked to the accession record, whereas deaccession records created for a
processed resource will be linked to the resource record.
Deaccession reports
Reports containing deaccession information, described below, are available in the Accessions and
Resources functional areas. Chapter 14 provides instructions for generating reports. Examples of these
reports are available in the appendices:
1. Accessions with deaccessions. Displays a list of accession record(s) with linked with
linked deaccession record(s). Report contains information from all deaccession fields,
including a calculation of the amount of material deaccessioned.
2. Resources with deaccessions. Displays a list of resources with linked deaccession
record(s). Contains information from all deaccession fields, including a calculation of the
amount of material deaccessioned
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Chapter 9
Describing Archival Materials
Overview
Supporting the description of archival resources is a core function of the Archivists’ ToolkitTM. The
resources functional area allows you to capture information about the physical and intellectual content
of an archival resource, as well as contextual information about collection creators and topics. You can
output this information in various formats including finding aids, catalog records, and other descriptive
products used by researchers to access materials.
It is important to note that the Toolkit stores data in linked tables within a relational database structure,
a structure that provides more flexibility for producing multiple outputs such as MARCXML, MODS,
EAD, subject guides, etc. - all from the same data. Although the Toolkit can import and export
descriptive data in EAD format, the data is not stored as an EAD instance within the Toolkit.
Resource and component records
In the Toolkit, an archival resource is described using two types of records, resource records and
component records. A resource record can represent one of two types of resources: aggregations
(collections, record groups, or fonds, for example) or independent items, that is, items that are not part
of a larger aggregation. Either of these types of resource records can stand on their own to form a
single-level description. In the case of the aggregate type of resource record, the resource record may
also be linked to resource component records to form multi-level descriptions. Though component
records may represent a series, subseries, file, item, or other subdivision, the input template for each
component level contains the same data elements.
Using the Archivists’ ToolkitTM for multi-level description
The SAA Glossary of Archival and Records Terminology defines multi-level description as “A finding
aid or other access tool that consists of separate, interrelated descriptions of the whole and its parts,
reflecting the hierarchy of the materials being described.” In the Archivists’ ToolkitTM, multi-level
descriptions are built through the creation of a resource record and linked resource component records.
These two resource record types accommodate the twelve numbered levels of description permitted in
the Encoded Archival Description standard and an unbounded number of unnumbered levels. A
resource record may be the parent of a component resource record that is parent to a component
resource record that is parent to a component resource record, and so on. Also, there may be an
unlimited number of component resource records at a given level. For example, there is no limit on the
number of series records or file records. Records at the same level are referred to as sibling records in
the AT, while component records are referred to as child records.
The hierarchical interface
Overview
As you describe archival resources and their components in the Toolkit, each new record will be
reflected in the hierarchical interface, which can then be used to navigate and reorder components as
necessary.
In the hierarchical view, a folder represents the resource (Alvah Bessie Papers in this instance), or any
component which contains additional components. Components that have no children are represented
with a bullet. The title is displayed for every record. To display the contents of a component, click on
the + to the left of a folder, and the Toolkit will display all of the components within it. To collapse the
list, click on the - to the left of an open folder.
Note: The graphical navigation displays for the Mac are slightly different. For
example, an arrow graphic is used to depict a component with subcomponents
instead of a +. Otherwise the navigational capabilities are the same.
To display the record for any component, click on the title of the component. This will navigate you
directly to a given record for editing or review.
To reorder component records, simply select the component you wish to move, and drag it up or down
in the hierarchy, releasing the mouse button where you wish to place the component.
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To insert a new component into the description, use the buttons found below the hierarchical interface.
Keep in mind that the context for the following buttons is the component currently selected and
displayed in the record window.
The Add Child button opens a new component record that
is hierarchically subordinate to the context record. For
example, if your context record is a series and you want to
create a subseries within it, press this button.
The Add Sibling button opens a new component record that
is at the same level as the context record and that follows the
context record within the sequence. If you are entering
multiple series one after another in sequence, use this button
to create the next series.
The Delete Component button deletes the selected
component and all of its children. If you wish to delete the
component but not its children, you must reorder the
components first so that they are no longer part of the
component you wish to delete.
Reordering components using drag and drop
It is possible to reorder components in the hierarchical interface using drag and drop techniques. That
is, selecting a component while holding the mouse button down, moving the component to another
location, then finally releasing the button to drop the component in its new location.

A component can be moved to the end of a group of components.
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

Components can be re-arranged, with all associated children, within the same level
and at any level of the hierarchy.
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

Can promote a component and all of its children to any level up to level 2, including
the ability to place the component between two components, both of which may have
children.
105




Can demote a component and all of its children and the demoted component remains
at the same level.
A component does not need to have at least one child for another component to be
dropped into it as a child.
Scrolling in the complete hierarchical component window is possible when using the
drag and drop feature as well.
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Tagging text using Wrap in tag
In many areas of the Toolkit it is possible to encode EAD tags to signify names, markup text, delineate
functions, etc. The following Wrap in tag elements are available: <blockquote>, <corpname>, <date>,
<emph>, <extref>, <famname>, <function>, <genreform>, <geogname>, <lb>, <name>,
<occupation>, <persname>, <ref>, <subject>, and <title>. To wrap text in a tag, simply select the text
to be encoded, and choose the appropriate tag from the drop-down list. For tags that can have
associated attributes, a dialog box will appear allowing the option to enter those attributes.
Basic steps for creating a resource record
1. From the Main Screen, select Resources and press the
button.
2. Select a Level for the record.
3. Enter a unique Resource Identifier.
4. Enter a Title.
5. Enter a Date Expression and/or Begin Date and End Date for the materials.
107
6. Enter the Extent Number and Extent Measurement (cubic feet or linear feet).
7. Enter the Language Code for the language of the materials.
8. Save the resource description record by pressing the
button at the bottom right
corner of the window. If entering more than one resource record, save the record by pressing
the
button. This will save the current record and open a new resource description
screen so a subsequent record can be entered.
Caution! If the record does not include the required elements listed above, the Toolkit
will indicate that the record cannot be saved because one or more of the required fields
is not complete. The incomplete fields will be indicated in the error message. The
required field(s) must be completed in order to save the record. For a complete list of
validation rules, see the appendices.
Note: A resource record can also be created from an accession record. Some
fields in this new record will be automatically populated with information from
the accession record from which it originated. For example, the Title from the
accession record will appear in the Title field of the new resource record. See
Chapter 7 for details and a list of fields that are automatically applied to the new
resource record.
Basic steps for creating a resource component record
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Chapter 9
1. From an open resource record or component record, press the
or the
button. Siblings can only be added to component records.
2. Select a Level for the record.
3. Enter a Title.
or
4. Enter a Date Expression and/or Begin Date and End Date for the materials.
5. Save the record by pressing the
button at the bottom right corner of the window.
or
If entering more than one component record, save the record by pressing the
button. This will save the current record and open a new component screen so a subsequent
record can be entered. The Rapid Data Entry function, available through the RDE dropdown ,
is another means of quickly entering data. See the description in this
chapter and Chapter 15 for more information.
Caution! If the record does not include the required elements listed above, the Toolkit
will indicate that the record cannot be saved because one or more of the required fields
is not complete. The incomplete fields will be indicated in the error message. The
required field(s) must be completed in order to save the record. For a complete list of
validation rules see the appendices.
Description data elements
Note: If you wish to examine how these data elements will be exported into
standard outputs such as EAD and MARCXML, see the mappings available in
the appendices.
The Basic Information Tab
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1. Level. This is required for resource and component records, and is the label for the
hierarchical level of the materials being described. Options are class, collection, file, fonds,
item, other level, record group, series, subfonds, subgroup, and subseries.
2. Other Level. If you have selected “otherlevel” for the Level element, use this field to
provide a specific level description.
3. Title. A title is required for resource records. Either the title or the date is required for
component records. At the resource level, the title is usually a concatenation of the creator
name and a term describing the form of materials, whether general (papers, records) or
specific (correspondence, diaries).
DACS Reference: 2.3.18-2.3.22
Examples:
John Smith Diaries
Office of the President Correspondence
Outgoing correspondence
You may also use the Wrap in tag feature to apply EAD tags such as title, persname,
corpname, etc., within the title. To do so, simply select the text to be encoded, and choose
the appropriate tag from the drop-down list. This will, however, affect how the Resource
record title is displayed in list view and how the resource record sorts in relation to other
resource records.
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Chapter 9
4. Dates. Date is required for resource records. Title or date is required for component
records. Dates can be entered in integer form (Date Begin, Date End, Bulk Date Begin,
Bulk Date End), and/or as a free-text string (Date Expression). Integer dates are used to
support computer processing of date information (e.g., searching). The date expression is
designed for human readability, and allows for the use of qualifiers, such as “circa” or
“before”. It is the date expression that displays to end-users.
a. Integer dates. (Date Begin, Date End, Bulk Date Begin, Bulk Date End). Integer
dates must be entered in the YYYY format: month and day elements are not
supported.
To enter a single date, enter the same date in the Date Begin field and Date End
field. Enter inclusive dates using the Date Begin and Date End fields. Enter bulk
dates in the Bulk Date Begin and Bulk Date End fields. You may not enter bulk
dates unless inclusive dates are present. You may not enter bulk dates that do not
fall within the range of the inclusive dates.
DACS Reference: 2.4
Examples:
Date Begin: 1922 Date End: 1936
Bulk Date Begin: 1925 Bulk Date End: 1930
b. Date Expression. A natural language expression specifying the date or date range
of the materials. You may enter only a Date Expression rather than using the fields
for integer dates, however, doing so may limit your ability to support meaningful
date searching.
DACS Reference: 2.4
Examples:
1876-1933
Between 1925 and 1953
ca. 1911
1913-1998, bulk 1950-1972
5. Language Code. This field is required for resource records. Select the code for the
language that predominates in the materials being described. You may jump to the
appropriate place in the list by typing the first few letters of the language you are seeking.
Examples:
English ; eng
French ; fre
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If most of the materials in the repository are of one language, it is recommended setting the
default value for this field to that language. See Chapter 15 for more explanation. Use the
Language of Materials note to describe other languages present in the collection.
6. Repository Processing Note. For recording any internal information regarding processing
that the repository wishes to record. This information will not be exported into descriptive
outputs for researcher use. For processing information to be included in descriptive outputs,
use the Processing Information note.
7. Change Repository. Press the
button to open the list of repositories
and change the repository to which the resource is assigned.
Note: This option is only available to users with class 5 permission.
8. Resource ID. This field is available in resource records only and is required. Like the
accession number, the resource ID may consist of up to four elements, though only one
element is required.
The resource ID may be linked to one or more accessions also recorded in the Toolkit. If
this is the case, a list of linked accessions will appear below the resource ID.
DACS Reference: 2.1.3
Examples:
MSS 263
RG 3/1-1960
9. Accessions linked to this Resource ID. This is a listing of linked accessions. Accessions
can only be linked to resource records through the accession record; it is not possible to link
from a resource record to an accession record. It is possible to create a resource record from
accession record. For more information see Chapter 7.
10. Component Unique Identifier. This field is available in component records only. This is
the identification number or code used to uniquely identify the component among the other
components within the same unit. Component identifiers need not be unique across the
entire repository's holdings.
DACS Reference: 2.1.3
Examples:
Series 1.
D-1.1
11. Extent Number and Extent Measurement. Both of these fields are required for resource
records. First, enter the number of units as a whole or decimal number. Then select the type
of measurement (cubic feet or linear feet).
Extent is intended to be a measurement of the entire contents of the resource or component.
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Enumerations of containers in the resource or component can be entered in the Container
Summary.
Note: Certain reports rely on the extent fields to calculate statistics such as total
holdings, amount of material processed, etc. Consistently using the same
measurement, whether cubic or linear feet, will allow for best use of the
Toolkit’s reporting capabilities.
DACS Reference: 2.5.4-2.5.9
Examples:
10 cubic feet
148.5 linear feet
12. Container Summary. Enter an enumeration of the number and type of containers that
house the accession.
Note: The container summary can be used in conjunction with the Extent
Number and Extent Measurement fields to create a parallel statement of
extent, as described in DACS rule 2.5.7.
DACS Reference: 2.5.4-2.5.9
Examples:
5 cartons, 3 boxes, 1 flat box
10 record cartons, 3 archives boxes, 4 map folders
13. Instances. Instances are used to record container information for materials in the collection,
and to describe digital objects. See the Instances section below.
14. Internal Only. This is a yes/no field used to indicate if the resource record or component
record is for internal use only. If the box is checked, data from the record and all of its
children may be withheld from descriptive outputs designated for researcher use, or, in the
case of EADs be exported with the audience attribute set for “internal.” Whether or not the
data is withheld is determined as part of the export process.
15. Restrictions Apply. This is a yes/no field indicating if access restrictions apply to the
materials being described.
Creating component records with the Rapid Data Entry
screen
The Toolkit offers a Rapid Data Entry screen which allows for repeated entry of component records
with fewer mouse clicks than one would use during the process of adding individual component
records and then adding instances. The Rapid Data Entry feature is customizable and provides a more
efficient interface for entering things like folder lists, where multiple components of the same level are
entered one after another.
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Note: In the Toolkit, the hierarchy of components is not driven by the Level
element. When entering multiple components through the Rapid Data Entry
screen, you can change the Level element for each, but the components are all
entered at the same level (as siblings) in the hierarchy. For example, if your first
component is set at the series level and the second component is set at the file
level, the Toolkit will not automatically make the file a child of the series. The
hierarchy can be modified later.
Customizing Rapid Data Entry screens
Rapid Data Entry screens are devices intended to accelerate data entry by letting elements of two or
more data entry templates be configured into a single template best reflecting the nature of the data
entry being done. This can minimize toggling across multiple data entry screens. Users may define
multiple Rapid Data Entry Screens and invoke each one at the appropriate time during data entry.
Rapid Data Entry screen customization is accessible through the Setup menu options:
Selecting ‘Configure Rapid Data Entry Screens’ opens the ‘Edit RDE Entry Screens’ window:
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Select
to configure a custom RDE screen:
115
Provide a name for the custom RDE screen. Next, click on the fields desired for the RDE and
then on Add to put them on the RDE. You can change the vertical sequence of the field list by
highlighting a field name and clicking on the ‘Move Up’ and ‘Move Down’ buttons.
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The newly created custom RDE screen(s) will now appear in the drop-down selection in a
Resource record. You may configure as many custom RDE screens as desired.
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Selecting the ‘Dr. Seuss Papers’ in this example, the RDE screen will include only those fields
selected in customization setup for that RDE screen and the fields will appear in the order
selected and saved.
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Selecting ‘default’ RDE from a Resource record will open the default RDE screen:
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On any RDE screen, fields can be made ‘sticky’ or ‘unsticky’ by clicking on ‘Ctrl’ and the field
name. The field label will appear in red if it is a sticky value. A field configured to be sticky
means data entered into will be carried over to the next record created using the RDE.
To remove the ‘sticky’ value, click on ‘Ctrl’ and the field name again.
Sticky values override any default value specified for the field. However, sticky values are in
effect only during the session in which they are being used. Closing the resource record closes
the session, and the values that were set to be sticky no longer are. Default values, if specified,
will become functional.
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Follow these instructions to use the rapid data entry interface from any resource or component record:
1. Select an RDE from the pull-down menu. The sample RDE screen shown above is the default
RDE screen. See Chapter 15 for information on how to customize rapid data entry screens.
2. Enter desired data. The Level element and either Title or one of the Date elements is required.
Instance type and at least one container type/number are necessary if locations are to be
linked to the resource.
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3. Press the
button, or to enter another component, press the
button.
Instances
Overview
The descriptive information recorded for an archival resource or archival resource component may be
applicable to one or more instances. For example, an archival component record that contains
descriptive information for a scrapbook may be equally representative of both the original scrapbook
and a digital object surrogate of the scrapbook. An archival resource record for a collection of
correspondence may provide accurate description for both the original collection and a microfilm that
reproduces the collection exactly. Therefore, any description record in the Toolkit may include data
about multiple instances of the resource or component being described.
Instances do not need to be declared at any level, but an instance must be declared if either a digital
object is to be described or if container information is to be provided and linked to a repository
location. If you do declare an instance then you must also provide container information for the
instance, unless the instance is a digital object, in which case you must complete the top-level digital
object record.
Adding Analog Instances
It is necessary to add an instance wherever you wish to create a digital object or input container
information such as box and folder numbers. Use the following instructions to add one or more
instances to a resource or resource component record. Digital object instances are discussed in the next
chapter.
1. From the Basic Information tab, press the
button.
2. Select the type of instance you wish to create.
Note: The list of instance types is not authoritative, with the exception of the
Digital object type. With the exception of that one term, you can use the
Lookup Lists option to modify or add items to the list as you choose. It is
recommended is that you devise a local authoritative list of instance types and
apply it consistently in all cases. The Digital object type may not be deleted or
modified as it activates a set of records for describing the files comprising a
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digital object, whether it is a surrogate of another instance or a born digital
object. See Chapter 10 for instructions on describing digital objects.
3. Enter Container 1 Type. This is the type of container within which the instance is stored.
For example, Box, Disk, Reel, and Volume are all potential values for this field.
4. Enter the container information, or enter a single Barcode. You may record a Container
type, Numeric Indicator, or Alphanumeric Indicator for up to three nested containers
(e.g. box and folder numbers; reel and frame numbers; folder and item numbers, etc.). Use
a Numeric Indicator for any integer or decimal number used to identify the container (e.g.
12, 1.3). Use the Alphanumeric Indicator if a mixture of numbers and letters is used to
identify the container (e.g. 1A, 3b). Be aware that alphanumeric indicators may not sort as
expected; all “numbers” beginning with “1” will precede all “numbers” beginning with “2.”
In addition, when a container has both a numeric and alphanumeric value, the numeric
value will take precedence over the alphanumeric value on export.
5. Press
to save the instance record or
add another instance record.
+1 to save the instance record and
6. Once you have recorded container information, you can assign a location to each container
using the
button. See Chapter 13 for more detailed instructions.
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Note: The Rapid Data Entry screens allows for analog instance records and
container information to be entered in a more efficient fashion.
Caution! When working with analog instances, the CANCEL button will occasionally
not function as expected and instead of canceling, save the input information. It is best
to double-check data after canceling.
The Names & Subjects Tab
Use the Names & Subjects tab to add names as creator, source, or subject, and to add topical subject
terms. See Chapters 11 and 12 for instructions.
The Notes, etc. & Deaccessions Tab
The Notes, etc. tab provides 29 notes that can be added at the resource level or at any component level.
Notes generally include four elements, though certain notes contain more detailed data. These are
described in the list of specific note types.
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1. Type. A specific designation for the type of note you wish to add. Note types, which are
listed and defined below, correspond to specific DACS and EAD elements.
2. Note Label. A title for the note, output in the <head> element of an EAD finding aid and as
a header for the note in print finding aids. If not defined, the note Type will be used.
3. Internal Only. Indication that the note is for repository use only. It will not be output in
print finding aids, and will be omitted from EAD encoded finding aids or output with the
audience attribute set for “internal.”
Note: See the section below on Multi-part notes for a description of the Multipart checkbox.
4. Note Content. The content of the note itself. To enter multiple paragraphs, use two line
breaks between each paragraph. You may also use the Wrap in tag feature to encode EAD
tags such as title, <persname>, <corpname>, etc., within the text of a note. To do so, simply
select the text to be encoded, and then select the appropriate tag from the drop-down list. It
is not necessary to use the Wrap in tag feature to insert line breaks within notes.
Note: The Bibliography and Index options include an Ead Ingest Problem
field. This field is for EAD elements that did not map directly into a Toolkit
note. The Toolkit inserts these elements into the Ead Ingest Problem area in
order to place them as close as possible to where they belong. It is important to
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check after EAD import if note information exists in these fields, and if so,
move it to more appropriate areas.
Note types
1. Abstract. A brief description of the context and content of the materials.
DACS Reference: 3.1
EAD Tag: <abstract>
Examples:
Manuscripts and drawings of Theodor S. Geisel, author and
illustrator known internationally as Dr. Seuss. The
collection (1919-1992) includes early drawings,
manuscripts and drawings for the majority of his
children's books, scripts and storyboards for Dr. Seuss
films, television specials and theatre productions,
advertising artwork, magazine stories, speeches, awards,
memorabilia, fan mail, Dr. Seuss products and photographs.
Also included are videorecordings and cassette
audiorecordings of UCSD events held to commemorate
Geisel's life and work.
2. Accruals Note. Information about expected additions to the materials.
DACS Reference: 5.4
EAD Tag: <accruals>
Examples:
Additional accruals are expected.
3. Appraisal Note. Information about appraisal, retention scheduling, or destruction of the
materials.
DACS Reference: 5.3
EAD Tag: <appraisal>
Examples:
Appraisal criteria for retention included the presence of
handwritten notes.
4. Arrangement Note. Description of organization or arrangement of materials.
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Chapter 9
DACS Reference: 3.2
EAD Tag: <arrangement>
Examples:
Organized into two series: Series 1. Biographical
materials; Series 2. Correspondence.
Arranged chronologically.
5. Bibliography. Information related to publications about or based on the materials.
The bibliography is output in EAD as <bibref> tags, and therefore the note content for a
bibliography consists of multiple items rather than a single large text field. To enter items in a
bibliography, press the
button and enter the data for that item.
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button, or to enter another item, press the
Press the
button.
DACS Reference: 6.4
EAD Tag: <bibliography>
Examples:
Annotated edition of letters in the collection published
in The Massachusetts Historical Review, Spring 1997.
6. Biographical/Historical Note. Note for information about creator(s) of materials.
DACS Reference: 10
EAD Tag: <bioghist>
Examples:
The Council of Provosts (COP) reviews academic files for
appointment and promotion and makes recommendations to the
Committee on Academic Personnel and academic departments.
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The COP assigns faculty members to individual colleges,
reviews and coordinates student housing policies with the
Vice Chancellor for Business Affairs, and forms part of
the Teaching Assistant Allocation Committee, which reports
to the Program Review Committee. The chair of the Council
of Provosts serves on the Chancellor's Cabinet, the
cabinet of the Vice Chancellor for Academic Affairs and
the Program Review Committee.
7. Conditions Governing Access Note. Field for indicating restrictions on the material due to
repository policy, donor specifications, legal requirements, etc.
DACS Reference: 4.1
EAD Tag: <accessrestrict>
Examples:
Open to researchers without restriction.
Tenure records closed for 75 years.
8. Conditions Governing Use Note. Restrictions on use of the materials (for example,
reproduction or publication) that apply after access has been granted.
DACS Reference: 4.4
EAD Tag: <userestrict>
Examples:
Materials in this collection are in the public domain.
9. Custodial History Note. History of ownership and custody of the materials.
DACS Reference: 5.1
EAD Tag: <custodhist>
Examples:
The records were originally collected and maintained by
the Hampshire County Art Ceramic Society, before being
donated to the Hampshire County Historical Society in
1976.
10. Dimensions Note. Numerical data about the size of material being described.
DACS Reference: 2.5
EAD Tag: <dimensions>
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Examples:
5 x 20 inches
11. Existence and Location of Copies Note. Information about copies available in additional
formats, for example microfilm, photocopies, or digital surrogates.
DACS Reference: 6.2.5
EAD Tag: <altformavail>
Examples:
Correspondence also available on microfilm.
12. Existence and Location of Originals Note. Information about the existence and location of
originals, in cases where copies are being described.
DACS Reference: 6.1
EAD Tag: <originalsloc>
Examples:
Originals are in the Massachusetts State Archives.
13. File Plan Note. Information about any classification method used by the creator(s) of the
materials.
EAD Tag: <fileplan>
Examples:
The ACM used the following classification system to
organize its publications:
A. General Literature
A.0 GENERAL
Biographies/autobiographies
Conference proceedings
General literary works (e.g., fiction, plays)
A.1 INTRODUCTORY AND SURVEY
14. General Note. Any information that does not fit in a more specifically defined note.
DACS Reference: 7.1
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EAD Tag: <odd>
Examples:
Drawings humidified, flattened, and repaired.
15. General Physical Description Note. General information about the physical characteristics of
the materials that cannot be accommodated in other fields or notes that capture physical
description information.
EAD Tag: <physdesc>
Examples:
Videocassettes in this series are recorded in Hi-8 format.
16. Immediate Source of Acquisition Note. Information about the direct source from which the
materials were acquired. This could also include date, means of acquisition, and other
information relevant to an acquisition.
DACS Reference: 5.2
EAD Tag: <acqinfo>
Examples:
Donated by the Massachusetts Citizens League.
17. Index. List of terms and reference pointers compiled to enhance access to the materials being
described.
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The index is output in EAD as <indexentry> tags, and therefore the note content for an index
consists of multiple terms and references, rather than a single large text field. To enter items,
press the
button.
Enter the Item Value, and select the Item Type. The Reference field will automatically
populate with note and component records currently in the AT for the resource. Select the
Reference you wish to point to and enter any necessary Reference Text. Press OK to save the
item, and repeat the process as needed.
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EAD Tag: <index>
18. Language of Materials Note. Indicate all languages represented in the materials.
DACS Reference: 4.5
EAD Tag: <langmaterial>
Examples:
Materials primarily in English, with some publications in
Arabic.
19. Legal Status Note. Status of the described materials as defined in legal statutes.
EAD Tag: <legalstatus>
Examples:
Public records.
20. Location Note. Natural language expression of location, particularly in cases where location
affects access to the materials.
DACS Reference: 4.2
EAD Tag: <physloc>
Examples:
Materials stored off-site. Advance notice required for
use.
21. Material Specific Details Note. Information unique to the material format that cannot be
assigned to any other element of description.
EAD Tag: <materialspec>
Examples:
Scale: 1:10000, Projection: Universal transverse Mercator
projection
22. Other Finding Aids Note. Additional/external finding aids available to facilitate access to the
materials.
DACS Reference: 4.6
EAD Tag: <otherfindaid>
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Examples:
Item-level index of drawings available in the repository.
23. Physical Characteristics and Technical Requirements Note. Physical conditions or
characteristics, or technical requirements that affect access to the materials.
DACS Reference: 4.2, 4.3
EAD Tag: <phystech>
Examples:
Letterpress books are nearly illegible.
System requirements: 48K RAM; Apple Disk II with
controller; color monitor required to view this file.
24. Physical Facet Note. Specific information about a physical aspect of the materials, such as
color, style, marks, materials, or techniques.
EAD Tag: <physfacet>
Examples:
Lost wax process.
25. Preferred Citation Note. Suggested format for citing the materials.
DACS Reference: 7.1.5
EAD Tag: <prefercite>
Examples:
Tom Bailey. While looking at your hair. MSS 0289.
Mandeville Special Collections Library, UCSD.
26. Processing Information Note. Information about the arrangement, description, and
preservation actions related to the materials.
DACS Reference: 8.1.5
EAD Tag: <processinfo>
Examples:
Collection arranged and described by Joan Salisbury, 1999.
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Chapter 9
27. Related Archival Materials Note. Information about related collections, either within or
outside the repository.
DACS Reference: 6.3
EAD Tag: <relatedmaterial>
Examples:
For more information about the academic career and
personal life of Herbert John Davis see the Herbert John
Davis Personal Papers in the College Archives.
28. Scope and Contents Note. Information about the materials, such as record types, dates
covered, topics and persons represented, etc.
DACS Reference: 3.1
EAD Tag: <scopecontent>
Examples:
The Jesús Colón Papers are a significant contribution to
the study of Puerto Rican history and especially to the
reconstruction of Puerto Rican community history in New
York. They support research principally on such topics as
organizational development and political participation
among Puerto Ricans in New York. They also shed light on
issues of employment and discrimination and Puerto Rican
relationships to other groups in the city. The history of
the labor movement in Puerto Rico as well as Puerto Rican
involvement in labor and left organizations in New York
are documented. The collection spans the years from 1901
to 1974, with the bulk of the papers dating from 1920 to
1970. There are letters, notes, drafts of published and
unpublished works, reports, clippings, and photographs
with a majority of the papers consisting of organizational
records such as by-laws, lists, programs, and policy
statements.
29. Separated Materials Note. Information about materials related by provenance that have been
physically separated or removed.
DACS Reference: 6.3
EAD Tag: <separatedmaterial>
Examples:
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Photographs have been transferred to the Pictorial
Collections of The Bancroft Library.
Creating multi-part notes
Notes that include structured data such as lists and chronologies in addition to paragraphs are called
multi-part notes in the Toolkit. Multi-part notes may consist of any combination of chronologies,
definition lists, ordered lists, and text (paragraphs).
Note: Selecting the multi-part note box will cause any data entered into the note
field to disappear. Deselecting the box will cause the data to display again. To
move data from the general note field to a text section in a multi-part note, copy
the text, then select Multi-part and paste it into a text element.
To create a multi-part note:
1. At the top of the note window, select Multi-part.
2. Select Chronology, List: definition, List: ordered, or Text from the Add part drop-down
box.
3. Enter content.
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Chapter 9
Note: The Chronology, Definition List and Ordered List options include an
Ead Ingest Problem field. This field is for EAD elements that did not map
directly into a Toolkit note. The Toolkit inserts these elements into the Ead
Ingest Problem area in an attempt to place them as close as possible to where
they belong. It is important to check after EAD import if note information exists
in these fields, and if so, move it to more appropriate areas.
For a chronology:
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a. Press the
button.
b. Enter an Event Date.
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Chapter 9
c. Press the
button.
d. Enter an Event Description.
e. Press
to save the event.
f. Repeat if multiple events occurred on that date.
g. Press
to save the item.
h. Repeat until the chronology is complete.
i. Press
to save, or
to continue entering events.
Note: The Label field and the option to Wrap in tag are not available when
adding Events to a chronology due to restrictions in EAD encoding.
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For a definition list:
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Chapter 9
a. Press the
button.
b. Enter a Label and Item Value.
c. Press
to save the item or
to continue entering items.
d. Repeat until the list is complete.
e. Press
to save the definition list.
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For an ordered list:
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Chapter 9
button.
a. Press the
b. Enter an Item Value.
c. Press
to save the item.
d. Repeat until the list is complete.
e. Press
to save the definition list, or
to continue entering items.
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For text:
a. Enter Note Content.
b. Press OK to save the text.
Note: In multi-part notes, text sections will be output in EAD as paragraphs. For
a note that only contains paragraphs, the text can be input into a note with two
line breaks indicating paragraphs.
4. Once the proper sequence of parts has been completed, press OK to save the note.
Creating links for EAD output
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Chapter 9
Using the Wrap in tag feature for titles or notes, it is possible to establish links that will be output in
EAD.
Creating internal links
1. Within the appropriate note, select the text to be linked.
2. In the Wrap in tag drop-down box, select <ref>.
3. Select the appropriate actuate and show attributes from the drop-down lists. Optional.
4. Select a target from the list, which has been automatically generated from the contents of
the resource record. The options will include components of the description and other notes.
This selection is required to make the link operational.
3. Enter a title, which will be exported in a title attribute. Optional.
4. Press OK.
Creating external links
1. Within the appropriate note, select the text to be linked.
2. In the Wrap in tag drop-down box, select <extref>.
145
3. Select the appropriate actuate and show attributes from the drop-down lists. Optional.
4. Enter the URL for the link in the href field. For example,
http://www.archiviststoolkit.org. This entry is required to make the link
operational.
5. Enter a title, which will be exported in a title attribute. Optional.
6. Press OK.
Adding Deaccessions
Deaccessions may be added at the resource level from the Notes etc. & Deaccessions tab. Because
deaccessions may only be added at the highest level, resource component records do not include the
“Deaccessions” section on the Notes, etc tab. See Chapter 8 for details on adding deaccessions.
The Finding Aid Data Tab
Because all of the information contained in this tab applies to the finding aid for the resource as a
whole, this tab is only available through resource records; it is assumed that component records will
inherit the information stored in this tab from the resource record.
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Chapter 9
Elements contained in the finding aid data tab help in managing descriptive outputs, in particular EADencoded finding aids. Many of these fields are exported into the <eadheader> and may be used in the
title page of print finding aids.
1. EAD FA Unique Identifier. A unique identifier for the finding aid within a repository
context.
EAD Tag: <eadid>
Examples:
mshm23
2. EAD FA Location. Online location of finding aid, in Universal Resource Identifier format.
EAD Tag: URL attribute in <eadid>
Examples:
www.lib.utexas.edu/taro/hrc/00001.xml
3. Finding Aid Title. Name of the finding aid.
EAD Tag: <titleproper>
Examples:
Inventory of the Harold Ramis papers, 1956-2006
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4. Finding Aid Subtitle. Subtitle for the finding aid.
EAD Tag: <subtitle>
Examples:
A Guide to the Collection
5. Finding Aid Date. Date the finding aid was first published.
EAD Tag: <publicationstmt><date>
Examples:
April 2006
1998
6. Author. Person(s) responsible for writing the finding aid.
EAD Tag: <author>
Examples:
Finding aid written by Samuel Sorenson.
7. Description Rules. Rules used to construct content of the description. Default options are
AACR2, CCO, DACS, and RAD, but the repository can configure the list to include other
options.
EAD Tag: <descrules>
8. Language of Finding Aid. Language in which the finding aid is written.
EAD Tag: <language>
Examples:
Finding aid written in English.
9. Sponsor Note. Name of agent(s) who funded the acquisition, arrangement, and / or
description of the resource.
EAD Tag: <sponsor>
Examples:
Encoding funded by a grant from The Andrew W. Mellon
Foundation.
10. Edition Statement. Information about the edition of the finding aid.
EAD Tag: <editionstmt>
Examples:
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Chapter 9
Second edition.
11. Series. Information about the series to which the finding aid belongs.
EAD Tag: <seriesstmt>
Examples:
Observatories of the Carnegie Institution of Washington
Collection
12. Revision Date. Date of last revision to the finding aid.
EAD Tag: <revisiondesc><change><date>
Examples:
May 1998
13. Revision Description. Description of revision made.
EAD Tag: <revisiondesc><change><item>
Examples:
Finding aid updated to include materials integrated from
accession number 1998-37.
14. Finding Aid Status. Overall status of the finding aid. Options include Completed,
In_process, Under_revision, and Unprocessed. List of options may be configured to the
repository's preference.
Note: Customized values may not contain spaces.
EAD Tag: findaidstatus attribute in <eadheader> element
15. Finding Aid Note. Any information about the finding aid the repository wishes to record.
Examples:
Finding aid not yet updated to meet most recent
guidelines.
Merge and Transfer
Two or more resource records can be brought together into a single record using the
option in the Resource List Screen or using the.
option (in postAT1.1 beta releases it was called “Extract Comp.”) from within a resource record. With
appropriate planning for processing projects, these features will enable multi-staff to describe
simultaneously different parts of the same resource. The parts can then be united, using either
of these two features, in a final resource description.
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Please note that the Merge and Transfer features are new tools subjected only to limited testing.
We strongly remind you that 1) data should always be backed up before using these tools and
2) results should be checked immediately and thoroughly after using the tools. Please report
any problems through the internal bug reporting function or by email to
[email protected]
When two resource records are combined using the
function, the record that is
merged into another record (not highlighted) will be deleted; the data it contained will become
part of the record into which it was merged.
function, the components
When two resource records are combined using the
are transferred to the other resource record and deleted from the resource to which they had
belonged. The top level resource record from which the components are transferred will
remain after the transfer is completed.
a. Merge
Similar to the name and subject merge function, when merging resource records, select two or
more records and click the on the
button.
Next, you are prompted to select which record to merge into.
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It should be noted that all of the components, excluding only the top level resource record, of
the resource to be merged will be appended to the resource targeted to receive the data. The top
level resource record of the items being merged will not be moved and will be deleted upon
completion of the merge. This cannot be undone, except by restoring a backed-up version
of the database. After selecting the record to merge into, a message is displayed to verify that
the user does want to merge the records as indicated.
b. Transfer
The Transfer function (in beta releases called “Extract Comp.”) is available from within a
resource record and serves the same basic function of the merge option. The most notable
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difference is that the resource record from which the components are transferred remains in the
database.
button brings up a window where resource records can be
Clicking on the
browsed and one or more can be selected for transferring their components to the open resource
record.
After these are selected, a message is displayed to verify that the user does want to transfer the
records. As with the merge function, this cannot be undone, except by restoring the backedup database.
If Yes is selected all of the components from the selected resources are pulled into the main
resource record (from where “Transfer” was clicked). Unlike the
function, the
components function does not delete the top level resource record from
which components are taken.
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Relationships with other records
Managing resource locations, maintaining links with accession records, and adding creator, source,
subject, and location information to resource records involves establishing relationships with records
from other modules.
1. Accession. Resource description records may be linked to one or more accession records.
These links are made through the appropriate accession record(s) for the resource. This link
is automatically created when a Resource record is generated from an Accession record.
See Chapter 7 for more details.
2. Creator(s). Adding creator information to the record involves linking the resource or
component record to one or more name records. See Chapter 12.
3. Source(s). The source refers to the individual or organization from which the repository
acquired the materials. As with creators, adding a source to the resource record involves
linking to a name record. See Chapter 12.
Note: A source may only be linked to a resource description record, not a
resource component record.
4. Subject Name(s). As with creators and sources, adding a name as subject to a resource or
component record involves linking to a name record. See Chapter 12.
5. Subject(s). Adding topical, geographic, genre and other content headings to resource and
resource component records requires linking to one or more subject records. See Chapter
12.
6. Location(s). You may assign a shelf location for any container recorded for the resource.
See Chapter 13.
Resource reports
You can generate many descriptive, administrative, and statistical reports drawn from the resource
records. Chapter 14 provides instructions for generating reports. Examples of the following reports are
available in the appendices:
1. Print Screen. Generates a list of resource records as displayed in the list screen. This
option is only available through the list screen view.
2. Finding Aid. A narrative description and inventory of a collection’s content.
3. Resource record(s). Displays key fields for selected resource record(s).
4. Resource(s) restricted. Displays resource(s) that are restricted. Report contains title,
resource identifier, level, date range, creator names, and a total extent number of the records
selected that are checked as restrictions apply.
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5. Resource(s) with location(s). Displays resource(s) with all specified location information.
Report contains title, resource identifier, level, date range, and assigned locations.
6. Resource(s) with name(s) linked as creator. Displays resource(s) with name(s) linked as
creator. Report contains title, resource identifier, level, date range, and creator name.
7. Resource(s) with name(s) linked as source. Displays resource(s) having name(s) linked as
source. Report contains title, resource identifier, level, date range, and source name.
8. Resource(s) with name(s) linked as subjects and with subjects. Displays resource(s)
with names linked as subjects and with linked subjects. Report contains title, resource
identifier, level, date range, linked names and their functions, and linked subjects.
9. Resources list. Displays resource(s) in list fashion. Report contains title, resource
identifier, level, date range, and creator names.
10. Resources with deaccession(s). Displays resource(s) with linked deaccession record(s).
Report contains title, resource identifier, level, date range, linked deaccessions, creator
names, and physical extent totals.
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Describing Digital Objects
Overview
The Archivists’ ToolkitTM enables the description of digital objects. Digital objects are digital content
files that are accessible through a network by at least the repository’s staff, if not end users. The digital
object may be a digitized version of materials contained in an archival resource or born digital
materials collected as an archival resource by a repository. The digital object may be a simple object or
a complex object. A simple object is one in which the intellectual content of the object is contained in
one digital content file. A digital image of the Golden Gate Bridge is a simple digital object. So too, is
a TEI transcription of Melville’s Moby Dick. A complex object is one in which the intellectual content
is distributed over two or more digital content files. A digitized version of a 24-page diary would be a
complex object since each page would be represented by a different digital image file. Complex digital
files require structural metadata so that the parts of the whole will be presented in the right sequence to
the end user. Finally, the Toolkit will produce an unbound or bound digital object. An unbound digital
object is one in which the metadata record simply references the digital content file. A Dublin Core
record that references a digital content file is an example of an unbound digital object. A bound digital
object is one which the metadata and the digital content files are bound together through the use of a
digital binder or wrapper. The Metadata Encoding and Transmission Standard (METS) is the digital
wrapper probably best known in library environments. METS not only binds the metadata and digital
content files, but supports expression of the structural relationship(s) existing among the content files.
In sum, the digital object description record is designed to accommodate a broad range of repository
needs and practices. The repository using this tool will benefit greatly if it develops a firm
understanding for how it intends to manage and provide access to its digital objects and then
formulates guidelines for producing the appropriate kind of digital objects.
Digital object and digital object component records
Two types of records, digital object records and digital object component records, are available for
describing digital objects. A digital object record represents a unitary digital object, which may be a
simple object or a complex object. Digital object component records are for expressing the structure of
complex digital objects. They may contain metadata as rich as that in the digital object record or
metadata that consists of little more than a label and a file version.
The hierarchical interface
As you describe a digital object and its component parts in the Toolkit, each new record will be
reflected in the hierarchical interface.
In the hierarchical view, a folder represents the digital object (United States Housing Authority in this
instance), or any component which contains additional components. Components that have no children
are represented with a bullet. The title, label, or date is displayed for every component record. To
display the contents of a component, click on the + to the left of a folder, and the Toolkit will display
all of the components within it. To collapse the list, click on the - to the left of an open folder. To
display the record for any component, click on the title, label or date of the component. This helps you
navigate directly to a given record for editing or review.
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Note: The graphical navigation displays for the Mac are slightly different, for
example, an arrow graphic is used to depict a component with subcomponents
instead of a +. Otherwise the navigational capabilities are the same.
To insert a new component into the description, use the buttons found below the hierarchical interface.
Keep in mind that the context for the following buttons is the component currently selected and
displayed in the record window.
The Add Child button opens a new component record that is
hierarchically subordinate to the context record.
The Add Sibling button opens a new component record that is at
the same level as the context record, and that follows the context
record within the sequence.
The Delete Node button deletes the selected component and all
of its children. If you wish to delete the component but not its
children, you must reorder the components first, so that they are
no longer part of the component you wish to delete.
Basic steps for creating a digital object record
1. From the Resource Record or a Resource Component Record, select the
button.
2. Select Digital Object from the drop-down list of instance types and click OK.
Note: A digital objects record window will appear over the resources record
window.
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The following data will be copied from the resource or resource component record from which the
digital object is created: Title, Date Expression, Date Begin, Date End, Language Code, all notes
the repository allows for the digital object, and all linked name and subject records. A repository
should modify, delete, or augment the copied data where pertinent.
3. Enter a Title.
4. Enter a Date Expression and/or Begin Date and End Date for the digital object.
5. Select the Object Type from the list of object types.
6. Save the record by pressing the
If you are entering multiple records, the
working in and open a new record.
button at the bottom right corner of the window.
button will save the record you are
Caution! If the record does not include one of the required elements, either the Date
Expression or the Date Begin and Date End fields, the Toolkit will indicate that the
record cannot be saved because one or more of the required fields is not complete. The
Title and Object Type fields are recommended and a warning message is displayed
when they are not complete, however the record will be saved even if they are empty.
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Basic steps for creating a digital object component
record
1. From an open digital object record or digital object component, press either the
or
component records.
button. Siblings can only be added to digital object
2. Enter at the least either a Date Expression OR a Date Begin and Date End.
3. Save the record by pressing the
If you are entering multiple records, the
working in and open a new record.
button at the bottom right corner of the window.
button will save the record you are
Caution! If the record does not include one of the required elements listed above, the
Toolkit will indicate that the record cannot be saved because one or more of the
required fields is not complete. The incomplete fields will be indicated in the error
message. The required field(s) must be completed in order to save the record.
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Digital object data elements
The Basic Description Tab
1. Title. Recommended for digital object records. The title is copied over to the digital object
record from the resource or resource component record to which the digital object record is
linked. The title may be kept as copied or edited to something more specific and descriptive
of the digital object.
Examples:
1: Resource title: William W. Wurster /
Wurster, Bernardi & Emmonds Collection
Digital object title: United States Housing
Authority (Valencia Gardens), San Francisco
A group of materials from a collection
presented as a single complex digital object
and linked from the resource record.
2: Resource title: Oral History of John Arthur
McGowan
Digital object title: Oral History of John
Arthur McGowan
A single digital audiorecording linked to an
item level resource record.
3: Resource title: Around South America
Digital object title: Around South America
A single digital videorecording linked to
an item level resource record.
2. Language Code. Copied over to the digital object record from the resource or resource
component record to which the digital object record is linked. Otherwise, select the code for the
language that describes the digital object as a whole and, at the digital object component level,
describes a particular component part of the digital object if it differs from the language
expressed at the parent level. You may jump to the appropriate place in the list by typing the
first few letters of the language you are seeking.
Examples:
English; eng
French; fre
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3. Dates. A number of elements are available for recording the dates of creation of the materials.
Dates can be entered in integer form (Date Begin, Date End), and/or as a free-text string (Date
Expression). Integer dates are used to support computer processing of date information (e.g.,
searching). The date expression is designed for human readability, and allows for the use of
qualifiers, such as “circa” or “before”. It is the date expression that displays to end-users.
a. If you wish, you may only enter a Date Expression rather than using the fields for
integer dates. However, doing so may limit your ability to support searching by date.
DACS Reference: 2.4
Examples:
Between 1925 and 1953
ca. 1911
1913-1998
b. Integer Dates. (Date Begin, Date End). Integer dates must be entered in years only; no
days or months can be included.
Enter inclusive dates using the Date Begin and Date End fields. The Toolkit will not
allow you to save a record if a begin date is entered without an end date (e.g. a single
date), or if the end date comes before the begin date.
DACS Reference: 2.4
Examples:
1922
1900
4. Restrictions Apply. Yes/no field indicating if access restrictions apply to the materials being
described. The Restrictions Apply element is applied to the digital object as a whole and not
any component parts. If the digital object record is marked restricted, it is assumed that all
component parts are to be restricted as well.
5. Object Type. Recommended for digital object records. A single descriptor for indicating the
predominant type of the resource. The list of values is based on the MODS <typeOfResource>
element, and thus cannot be modified. The Object Type is applied to the digital object as a
whole only and not to the component parts.
6. Mets Identifier. The METS ID associated with the digital object. If a METS ID is present, the
digital object as a whole will be listed as a single <dao> element in an EAD and this identifier
will be referenced.
7. EAD DAO Actuate. A control element for indicating how a digital object produced as part of
an EAD finding aid is to behave, that is, whether a link is enacted automatically or must be
requested by a user. The Actuate attribute is used in conjunction with the Show attribute. The
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default values are 1) none, meaning no action occurs with respect to the link; 2) onLoad,
meaning the object is displayed automatically; 3) onRequest, meaning the object is displayed
when a user requests it; and 4) other, meaning some other action occurs with respect to the link.
8. EAD DAO Show. A control element for indicating whether a digital object linked to an EAD
finding aid appears at the point of the link, replaces the existing link, or appears in new
window. The Show attribute is used in conjunction with the Actuate attribute. The default
values are: 1) embed, the target resource displays at the point of the link; 2) new, the target
resource appears in a new window; 3) none, no target resource displays; 4) other, some other
action takes place with respect to the target resource; and 5) replace, the target resource
replaces the local resource that initiated the link.
9. File Version. File versions are for recording the URI and the intended use of the digital content
file(s) corresponding to a digital object record or digital object component record. See Adding
File Versions below.
The Names & Subjects Tab
Use the Names & Subjects tab to add names as creator or subject, and to add topical subject terms to
any component level of a digital object record. See Chapters 11 and 12 for instructions.
The Notes Tab
The Notes tab provides 20 notes that can be added at any component level of a digital object record.
They are the same basic notes available to resource and resource component records, but do not
include the structured data elements, like bibliography, that are available in resource and resource
component records. See Chapter 9 for definitions of the notes.
Adding file versions
The file version record is for identifying the digital content files that correspond to the description
recorded in a digital object record or digital object component record. The file versions recorded at the
same node are understood to be equivalent in respect to content, in the way a tiff, jpeg, and gif can be
different format versions of the same image. File versions that are not equivalent in respect to content
should be recorded at separate and appropriately sequenced nodes if the digital object is to be rendered
via a METS record with a “page” turner application.
Use the following instructions to add one or more file versions to a digital object or digital object
component description record.
1. From either the Digital Object Record or Digital Object Component Record, select the
button.
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2. Enter the URI for the digital content file corresponding to the digital object record or digital
object component record.
3. Select the appropriate Use Statement from the drop-down list.
Note: The Use Statement is used in the METS record for indicating the use for
which the digital content file is intended. Some files are intended only for
preservation, e.g. a tiff or high quality audio file, while other files, because they
require less bandwidth, are intended for use by end users. Such files could be a
jpeg or a lower quality audio file.
4. If desired, select a value for DAO Actuate and/or DAO Show for the file version.
5. Save the record by pressing the
button at the bottom right corner of the window.
button will save the record you are
If you are entering multiple records, the
working in and open a new record. The record will not be saved unless both the URI and
file Use Statement attribute values are recorded.
Relationships with other records
Managing digital objects requires linking other records to digital object and digital object component
records. These include:
1. Creator(s). Adding creator information to the record involves linking the digital object or
digital object component record to one or more name records. See Chapter 12.
2. Subject Name(s). As with creators, adding a name as subject to a digital object or digital
object component record involves linking to a name record. See Chapter 12.
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Note: A source may not be linked to a digital object or digital object component
record. The source for a digital object is represented in the resource record to
which the digital object record is linked.
3. Subject(s). Adding topical, geographic, genre, and other headings to digital object and
digital object component records requires linking to one or more subject records. See
Chapter 12.
Digital object exports
Several digital object exports can be generated from the Digital Object record including:
1. MARCXML record. Digital Object level catalog record output in MARCXML with
references to the content file(s).
2. Dublin Core record. Digital Object level Dublin Core metadata record with references to
the content file(s).
3. MODS record. Digital Object and Digital Object Component level descriptive metadata
for objects with references to the content file(s).
4. METS record. A binding of the descriptive and structural metadata for Digital Object and
Digital Object Component(s) with references to the content files. METS records can be
exported with descriptive metadata in either the MODS or DC metadata standards.
Note: When attempting to export METS file before saving the Digital Object, a message
will appear.
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Managing Access Terms
The Toolkit provides two different record types for managing controlled access points: subject records
and name records.
You may access subject and name records directly, by selecting the Names or Subjects functional area
in the navigation menu. You may also access name and subject records within the context of an
accession record or a resource record during the process of adding subject terms, source names, creator
names, or subject names. This chapter describes procedures for working directly in the name and
subject modules, which is useful for creating new subject terms and names, and for managing
authorities. Information on procedures for adding names and subjects to accession and description
records is available in Chapter 12.
Managing name headings
Overview
Management and description of archival collections involves tracking relationships between the
materials and various persons, families, and corporations that may have been sources or creators of the
collection, or subjects within the materials. This section describes procedures for creating name
authority records, recording non-preferred forms of the name, and establishing related names.
Name records may consist of three distinct sections: name details and description, non-preferred forms
and linked accessions and resources, and contact information. Only the name identity section is
required. Name description is available for entering administrative histories or biographical notes of
creators or donors. Contact information is primarily available for use with source names, but could be
added to creator and subject names if deemed useful. You may also record non-preferred forms of a
name.
Name records in the Archivists’ ToolkitTM are designed to conform with the International Council on
Archives’ ISAAR(CPF): International Standard Archival Authority Record for Corporate Bodies,
Persons, and Families, 2nd ed. and to support the proposed standard Encoded Archival Context (EAC).
Name records also accommodate creation of names according to rules established in standards such as
AACR2 and DACS. It is beyond the scope of this user manual, however, to provide guidelines for
creating headings according to these standards. Examples are given to illustrate use of Archivists’
Toolkit fields, but should not be seen as a replacement for rules for establishing forms of names.
It is recommended that the names module be used, at the minimum, to record creators of materials. It is
not necessary to record source or subject names in the Toolkit if you do not wish to manage those
names in the application.
Basic steps for creating a name record
1. From the Main Screen, select Names and press the
button.
2. Select the type of name record from the drop-down list: Person, Corporate Body, or
Family.
3. Select the Source from the drop-down list or indicate the Rules used to construct the name
from the drop-down list.
4. Enter the Primary Name (for personal or corporate body name types) or Family Name
(for a family name type).
5. Save the name record by pressing the
button at the bottom right corner of the
window. If entering more than one name record, save the record by pressing the
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button. This will save the current record and open a new name record screen so a
subsequent record can be entered.
Caution! The Toolkit will not save the record if the name is not unique. If the elements
in the name identity section match those in another record for the same type of name,
the Toolkit will indicate that the name record is not unique and prompt you to modify
the record or cancel the process.
If the record does not include the required elements listed above, the Toolkit will
indicate that the record cannot be saved because one or more of the required fields is not
complete. The incomplete fields will be indicated in the error message. The required
field(s) must be completed in order to save the record.
The Sort Name field is also required; the default record setting is to automatically
generate the content of field.
Note: Name records can also be created through accession and resource records.
See Chapter 12 for details.
Name data elements
The Toolkit requires data elements only in the identity section of the name record. Additional identity
elements not required by the Toolkit, such as description and contact data elements, can be found
below the list of required elements. Within the sections listing name identity elements, the data
elements are grouped according to type of name: person, corporate body, or family.
Elements required by the Archivists’ ToolkitTM
For all name types
1. Name type. An indicator of the type of name being described, whether personal, corporate
body, or family. The content of this field is populated with a controlled list, so you may not
add values to the field other than those listed below. In compliance with the EAD standard,
conferences are considered to be corporate names.
DACS Reference: 11.6
Options:
Person
Corporate body
Family
2. Source. Required if a value is not entered in Rules. A code for the authority file in which
the name has been established.
DACS Reference: 11.26
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Note: These terms are the default values entered into the name source lookup list
as installed. Items may be added to this list by the repository, or in the process of
importing legacy data. If variants of these sources are added during legacy data
import, the list should be cleaned up using the Merge Items option in the
Lookup Lists record. See Chapter 15 on customizing the Toolkit.
Defaults:
Local Sources (local)
NACO Authority file (naf)
NAD/ARKII Authority Database (nad)
Union List of Artist Names (ulan)
Note: If names are imported in accession or resource records, this field will
contain the value ingest for those names. It is recommended that this value
be changed to the correct term, and the ingest option removed from the
lookup list. See Chapter 15 for more detail on how to edit lookup lists.
3. Rules. Required if a value is not entered in Source. The rules used to formulate the name
entry.
DACS Reference: 11.20
Note: These terms are the default values entered into the name rules lookup list
as installed. Items may be added to this list by the repository, or in the process of
importing legacy data. If variants of these rules are added during legacy data
import, the list should be cleaned up using the Merge Items option in the
Lookup Lists record. See Chapter 15 on customizing the Toolkit.
Defaults:
Anglo-American Cataloging Rules, 2nd ed. (aacr)
Describing Archives: A Content Standard (dacs)
Local (local)
4. Sort Name. The complete, concatenated version of the name containing all individual
elements. This is the form as it will be shown within Archivists’ Toolkit displays and is
exported in reports and standardized outputs such as MARCXML and EAD.
By default, the Sort name is automatically generated as content is entered into the record.
This feature can be activated or turned off through the Create Sort Name Automatically
check box. If the box is selected, the Sort Name will be automatically generated as the
record is created or edited. If the Sort name is not automatically created as you wish, the
feature can be turned off and the Sort name can be edited manually. If you select the
Create Sort Name Automatically check box again the Toolkit will overwrite the manually
edited Sort Name and enter the system-generated name once again.
Examples:
Richardson, H.H., 1838-1886, (Henry Hobson)
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New York University. Graduate School of Arts and Science.
For corporate names
1. Primary Name. The principal name for a corporate body, including organizations,
government agencies, educational institutions, and conferences. (Additional fields listed
below are used to cover other parts of the name.)
DACS Reference: 9.8, 11.5, 14ff
Examples:
Bollingen Foundation
Irvine Company
National Organization for Women
United States (for United States. Bureau of Insular Affairs.)
University of California, San Diego (for University of California, San
Diego. Academic Computing Services.)
United States (for United States. Congress. Joint Committee on the Library.)
For personal names
1. Primary Name. The family name, surname, or primary name of the individual. (Additional
fields listed below are used to cover other parts of the name.)
DACS Reference: 9.8, 11.5, 12.1-12.11
Examples:
Churchill (for Churchill, Winston, Sir, 1874-1965)
Ward (for Ward, Humphrey, Mrs., 1851-1920)
Johnson (for Johnson, Carl F., fl. 1893-1896)
Black Foot (for Black Foot, Chief, d. 1877)
H. D. (for H. D., Hilda Doolittle, 1886-1961)
John (for John II Comnenus, Emperor of the East, 1088-1143)
Taj Mahal (for Taj Mahal (Musician))
For family names
1. Family Name. The last or surname for a family. (Additional fields listed below are used to
cover other parts of the name.)
DACS Reference: 9.8, 11.5, 12.29
Examples:
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Hudson family (for Hudson family)
Farquhar family (for Farquhar family (New York, NY))
Giroux family (for Giroux family (French))
Charron-Lecorre family (for Charron-Lecorre family (Winemakers))
Additional identity elements
The identity section of the minimum identity record can be extended by recording data for any of the
following elements.
For corporate names
1. Subordinate 1. The name of an organizational unit within the entity named in the Primary
Name field.
DACS Reference: 9.8, 11.5, 14ff
Examples:
Bureau of Insular Affairs (for United States. Bureau of Insular Affairs.)
Academic Computing Services (for University of California, San Diego.
Academic Computing Services.)
Congress (for United States. Congress. Joint Committee on the Library.)
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2. Subordinate 2. The name of an organizational unit within the entity named in the
Subordinate 1 field.
DACS Reference: 9.8, 11.5, 14ff
Examples:
Joint Committee on the Library (for United States. Congress. Joint
Committee on the Library.)
3. Number. The number of a meeting.
Examples:
2nd (for National Conference on Physical Measurement of the Disabled, 2nd.)
4. Qualifier. A term or phrase that distinguishes the corporate name from another with the
same content. The qualifier may be a place term, date, or a generic descriptor.
Examples:
Osaka, Japan (for Expo '70 (Osaka, Japan))
1966 (for Belgian-Netherlands Antarctic Expedition (1966))
1857: Republican (for Minnesota. Constitutional Convention (1857 :
Republican))
For personal names
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1. Prefix. Any word associated with a name that in regular use would come before the name,
such as Mr., Miss, etc.
Examples:
Mrs. (for Ward, Humphrey, Mrs., 1851-1920)
2.
Rest Of Name. The given name of the individual along with middle name or initials if
necessary to differentiate the name from other similar names.
DACS Reference: 9.8, 11.5, 12.1-12.11
Examples:
Winston (for Churchill, Winston, Sir, 1874-1965)
Humphrey (for Ward, Humphrey, Mrs., 1851-1920)
Carl F. (for Johnson, Carl F., fl. 1893-1896)
3. Title. Titles and other words associated with a name. It may include titles designating rank,
office, or nobility, terms of address, and other words or phrases associated with the name.
Examples include Sir, Saint, or terms used to identify the name and differentiate it from
other similar names.
DACS Reference: 9.8, 11.5, 12.1-12.11
Examples:
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Sir (for Churchill, Winston, Sir, 1874-1965)
Chief (for Black Foot, Chief, d. 1877)
Emperor of the East (for John II Comnenus, Emperor of the East, 1088-1143)
Musician (for Taj Mahal (Musician))
4. Suffix. Any word associated with a name that in regular use would come after the name.
Examples:
Jr. (for King, Martin Luther, Jr., 1929-1968)
5. Number. A number used to distinguish like names. It may include a Roman numeral alone
or a Roman numeral and subsequent part of a forename, as in the example below.
DACS Reference: 9.8, 11.5, 12.1-12.11
Examples:
II Comnenus (for John II Comnenus, Emperor of the East, 1088-1143)
6. Dates. Birth, death, or flourishing dates used to distinguish the name from other similar
forms. It may include a qualifier, such as b. for a birth date, d. for a death date, or fl. for
flourishing dates.
DACS Reference: 9.8, 11.5, 12.1-12.11
Examples:
1874-1965 (for Churchill, Winston, Sir, 1874-1965)
d. 1877 (for Black Foot, Chief, d. 1877)
1886-1961 (for H. D., Hilda Doolittle, 1886-1961)
1088-1143 (for John II Comnenus, Emperor of the East, 1088-1143)
fl. 1893-1896 (for Johnson, Carl F., fl. 1893-1896)
7. Qualifier. A word or phrase that distinguishes between two headings identical in all other
respects. The qualifier may include a term of honor or address, a title of position or offices,
initials indicating an academic degree or membership in an organization, or a geographical
location. Generally used only when other information such as dates or fuller form of the
name are not available or do not serve to differentiate the names.
DACS Reference: 12.19
Examples:
Notary (for Johannes (Notary))
F.I.P.S. (for Brown, George, F.I.P.S.)
Captain (for Brown, George, Captain)
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of Falls Church, Va. (for Baker, Miss, of Falls Church, Va.)
8. Fuller Form. A more complete form of the name than that found in the Rest Of Name
field. Generally used to resolve conflicts with other similar names.
DACS Reference: 9.8, 11.5, 12.1-12.11
Examples:
Hilda Doolittle (for H. D., Hilda Doolittle, 1886-1961)
9. Direct Order. A checkbox used to indicate that an automatically generated Sort Name
should be expressed with the Rest Of Name field followed by the Primary Name field (as
opposed to Primary Name, Rest Of Name).
For example, because the name in direct order box is checked, the Sort Name for the
following record is Isaac ben Aaron as opposed to Aaron, Isaac ben. See DACS rules 12.812.9 for examples of names expressed in direct order.
For family names
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1. Name Prefix. This is an article or preposition that comes before the surname. The Toolkit
automatically sorts the prefix after the Family Name. To change the sort order, click off
Create Sort Name Automatically and enter the name as it should appear.
Examples:
de (for de Beers)
van (for James van Jones)
2. Qualifier. Terms used to distinguish two similar family names. They may include a
statement of occupation, nationality, or geographic location. Use only if necessary to
differentiate the heading from other like forms.
Examples:
New York, NY (for Farquhar family (New York, NY))
French (for Giroux family (French))
Winemakers (for Charron-Lecorre family (Winemakers))
Name description elements
Using the following fields, you may add descriptive information to any name record, regardless of the
type of record or relationship of the person, family, or corporation to the archival materials being
described. Although the Toolkit does not require any of these fields, there are requirements associated
with some of the data elements if they are utilized.
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1. Description Type. (Required if a Description Note is provided.) An indication of the type
of description being entered into the Description Note field.
Defaults:
Administrative History
Biography
2. Description Note. A note providing biographical information in the case of personal or
family names, or an organizational/administrative history in the case of a corporate body.
DACS Reference: 10.13ff, 11.12
3. Citation. A bibliographic reference citing any sources for establishing the name record.
DACS Reference: 11.26
Examples:
Eichenwald, Kurt. Conspiracy of fools: a true story. New
York: Broadway Books, 2005.
Non-preferred Forms, Accessions & Resources
This tab can be used to record non-preferred forms of names, as discussed in the next section, and also
to list all the Accessions and Resources linked to a Name record. The linked Accession and Resource
records cannot be opened through a Name record, and these links must be created through the
Accession or Resource record. See Chapter 12 for more details on linking Name records to Accession
or Resource records.
Adding a non-preferred form of name
The Archivists’ Toolkit also allows you to record non-preferred forms of names. The fields that form a
non-preferred name mimic those outlined in the previous section. So, for example, a non-preferred
form for a corporate body has fields for Primary Name, Subordinate 1, etc.
You may add one or more non-preferred forms to any name record. Use the following instructions to
add a non-preferred name:
1. From the name record, select the Non-Preferred Forms, Accessions & Resources tab
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2. Press Add Non-Preferred Form button and enter data into the non-preferred form
template. Only Primary Name is required to save a non-preferred form.
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In general, descriptions of name data elements given in the previous section are also applicable to
corresponding fields in the non-preferred name template. The primary difference is that non-preferred
forms do not follow rules such as AACR2 or DACS.
3. Save the name record, including the new non-preferred form, by pressing the
button. If you are entering multiple records, the
are working in and open a new record.
button will save the record you
Contact Information tab elements
Use the following fields to record contact information for the person in question. Contact information
can be added to any name record regardless of the type of name or the relationship of the person,
corporate body, or family to the archival materials being described. This section of the name record
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was designed primarily to assist in managing contacts with records sources, such as donors, dealers,
and institutional offices transferring records to the repository.
1. Salutation. Form of name used for greeting in writing or in person. Unlike the Name (see
below), the Salutation may refer to the same entity identified in the name record, though in
a different form. For example, a record for Wiget, Pamela may have the Salutation Ms
Wiget, Pam Wiget, or Pam.
2. Address 1. Street or postal address for the person, corporate body, or family named in the
identity section of the record.
Examples:
112 Main St.
P.O. Box 27
3. Address 2. Additional address information needed to record the address of the person,
corporate body, or family named in the identity section of the record.
Example:
Unit 2
4. City. City or town in which the person, corporate body, or family is located.
Examples:
New York
Ottawa
5. Region. State, province, etc. in which the city is located. The choice of whether to use a
mailing code (NY) or full name (New York) is up to the repository.
Examples:
NY
Ontario
6. Country. Name of the country in which the person, corporate body, or family is located.
Examples:
U.S.A.
Canada
7. Mail Code. Zip code or other postal code used in the address.
Examples:
10118
K1R 7A8
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8. Phone. Primary telephone for contacting the entity named in the identity section of the
record.
Examples:
312-555-1212
+44 08457 300 700
9. Fax. Primary fax number for the entity.
Example:
312-555-1213
10. Email. Primary email for contacting the entity.
Example:
[email protected]
11. Name. Name, in natural order, of a person who serves as the primary contact for the entity
recorded in the name record. For example, this may be an individual in a corporate office, a
family member or assistant for a personal name, or an individual member of the family for
a family name.
Example:
Tom Jordan
Contact notes
Contact notes are used to record the interactions with contact persons. You may add any number of
contact notes to a single name record, for example, to record and track multiple interactions with the
entity over time, to record times the individual is available for picking up materials, or to indicate the
relationship between a contact name and the entity.
To add a contact note:
1. Click Add Note button from the Contact Info tab.
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2. Enter Note text.
3. Save the contact note record press the
records, the
record.
button. If you are entering multiple
button will save the record you are working in and open a new
The following fields relate to contact notes.
1. Label. Any term or phrase that will help to identify the type of information found in the
contact note.
Examples:
Phone Conversation
Times of Availability
Relationship
2. Note. Required. Note for clarifying data recorded in the contact fields, for maintaining a
contact log, or any other information related to the entity and the act of contacting them.
Examples:
March 21, 1992. Discussed contents of Chancellor Scott's
office files to be transferred to the archives, and
necessity of box list with transfer.
Call 1-5 p.m.
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Tom Jordan is Amy Stanford's nephew. All contacts related
to her papers should be directed to him.
Relationships with other records
The Archivists’ ToolkitTM uses name records to document sources and creators of collections, as well as
persons, families, and organizations found as subjects in the materials. The Toolkit allows you to add
names as sources to accession records and top-level description records. You can also add creator
names and subject names to accession records and to all description records. See Chapter 12 for more
information on assigning source, creator, and subject names.
Name reports
You may generate descriptive reports that draw upon data found in the name records and
administrative reports useful in managing authorities. See Chapter 14 for specific instructions for
generating reports.
Examples of the following reports are available in the Appendices:
1. Print Screen. Prints the list of name records as they are displayed in the list screen. This
report is only available through the list view.
2. Name record(s). Displays name(s) record information for selected record(s). Report shows
all data contained in the Details and Contact Info record tabs.
3. Names list. Displays a list of name(s). Report contains sort name, name type and name
source.
4. Names with accession(s). Displays name(s) and all accessions to which the name is linked.
Report contains sort name, name type, name source and any accession records linked to that
name.
5. Names with non-preferred names. Displays name(s) with all non-preferred name(s) for
each name. Report contains sort name, name type, name source and any other non-preferred
forms of that name.
6. Names with resource(s). Displays name(s) and all resources to which the name is linked.
Report contains sort name, name type, name source and any resources records linked to that
name.
7. Names with resource(s) and accession(s). Displays names and all resource(s) and
accession(s) to which the name is linked. Report contains sort name, name type, name
source and any resources records or accession records linked to that name.
Managing subject (non-name) headings
Overview
The Toolkit allows you to create and manage six different types of subject access points: uniform
titles, topical terms, geographical names, genre/form terms, occupations, and functions. Names that are
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related to resources or accessions as subjects should be entered as a name record, even if they have
topical divisions. See Chapter 12 for information on adding names as subjects to accession and
resource records.
The Toolkit does not support thesaurus management through designations of broader terms, related
terms, narrower terms, etc., but it does provide a scope note for recording local application guidelines.
If you do not wish to add controlled access terms to descriptive outputs such as catalog records and
finding aids to your repository, then it is not necessary to create and use subject records.
Basic steps for creating a subject record
1. From the Main Screen, select Subjects and press the
button.
2. Enter a new Subject Term.
3. Select the Type from the drop-down list: function, genre / form, geographic name,
occupation, topical, or uniform title.
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4. Select the Source of the term (i.e., the controlled vocabulary from which the term derived)
from the drop-down list.
5. Save the subject record by pressing the
button at the bottom right corner of the
window. If entering more than one subject record, save the record by pressing the
button. This will save the current record and open a new subject term screen so a
subsequent record can be entered.
Caution! Subject records must be unique. If the subject term, type, and source of the
new record match those fields in an existing record, the Toolkit will indicate that the
record cannot be saved because the record is not unique.
If the record does not include the required elements listed above, the Toolkit will
indicate that the record cannot be saved because one or more of the required fields is not
complete. The incomplete fields will be indicated in the error message. The required
field(s) must be completed in order to save the record.
Note: Subject records can also be created through accession and resource
records. See Chapter 12 for details.
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Subject data elements
Elements required by the Archivists’ ToolkitTM
1. Subject Term. A descriptor that indicates the content or type of resource. Subject terms
may describe topics, titles, places, events, geographical areas, occupations, or functions
documented in the materials, or genres or forms that the records take.
This field allows for simple terms and phrases, as well as modified terms and phrases
entered with or without separation devices. The Toolkit does not, however, enforce
consistency in the use of separation devices. Because the entire subject string is entered in
as a single data element, it may be necessary to edit some outputs where individual
subfields are important (for example, MARCXML).
Examples:
Hiking
Playing cards
Correspondence
Hydroelectric power plants -- Snake River
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Owens Valley (Calif.) -- Fiction
2. Type. Indicates the type or category of a subject term: uniform title, topical term,
geographic name, genre/form, occupation, or function. The content of this field is populated
with a controlled list, so you may not add values to the field other than those listed below.
In addition to the name type, the list provides the MARC equivalent for that type. For
example, a geographic name corresponds to the 651 MARC field.
In the Toolkit, names that are subjects are managed with name records, therefore a name
type is not listed.
Note: These terms are the default values entered into the subject source lookup
list as installed. Items may be added to this list in the process of importing
legacy data, but they should be removed using the Merge Items option in the
Lookup Lists record. See Chapter 15 on customization.
Defaults:
Function (657)
Genre / Form (655)
Geographic Name (651)
Occupation (656)
Topical Term (650)
Uniform Title (630)
3. Source. Provides the thesaurus in which the term is listed, giving the authority for the term.
This field is populated using a controlled list derived from the Library of Congress list of
codes for term, name, and title sources. Items may be added or deleted from the list to meet
the needs of the repository. The option Local is available for cases when the term has not
been derived from one of the thesauri provided in the list, or is based on local guidelines.
Note: These terms are the default values entered into the subject source lookup
list as installed. If you add terms to this list, you must follow the same format
(title followed by code in parentheses) in order for the code to export into
standardized outputs such as MARCXML and EAD.
Items may be added to this list in the process of importing legacy data, but the
lists should be cleaned up using the Merge Items option in the Lookup Lists
record. See Chapter 15.
Defaults:
Art & Architecture Thesaurus (aat)
Dictionary of Occupational Titles (dot)
Form terms for archival and manuscripts control (ftamc)
Genre Terms: A Thesaurus for Use in Rare Book and Special
Collections Cataloging (rbgenr)
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GeoRef Thesaurus (georeft)
Getty Thesaurus of Geographic Names (tgn)
Library of Congress Subject Headings (lcsh)
Local (Local)
Medical Subject Headings (mesh)
Thesaurus for Graphic Materials (gmgpc)
Additional elements
1. Scope Note. The subject record can be extended by recording a subject scope note. Use this
field to indicate how a subject term is to be applied within your institution. It is particularly
useful to state the scope of local terms.
Examples:
Use the more specific term "Landscape architecture drawings"
rather than "Architectural drawings" for landscape design
materials.
Note: Also listed in the subject record are accession and resource records linked
to the subject record. The linked accession and resource records cannot be
opened through a subject record, and these links can only be created through the
accession or resource record. See Chapter 12 for more details on linking subject
records to accession or resource records.
Relationships with other records
Subject records exist to help the archivist and the researcher discover relevant archival materials.
Toward this purpose, you can add subject terms to accession records and to resource records at any
level (see Chapter 12 for instructions).
Subject reports
You can generate descriptive reports that draw upon data found in the subject records and
administrative reports useful in the management of authorities. See Chapter 14 for specific instructions
for generating reports.
Examples of the following reports are available in the Appendices:
1. Print Screen. Prints a list of subject records as they are displayed in the list screen. This
report is only available through the list view.
2. Subject Record(s). Displays selected subject record(s). Report lists subject term, subject
term type, and subject source.
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3. Subject(s) with linked accession(s) and resource(s). Displays subject(s) with linked
accession(s) and resource(s). Report contains sort subject term, type, source and any
resource records and accession records linked to that subject.
Merging access terms
The Toolkit offers a Merge feature for subjects and names, which is useful for management and clean
up of your authority lists. Merging two terms together results in the deletion of the undesirable or
redundant heading, and all of its linked accession and description records being linked to the more
appropriate heading. You might use this feature to perform clean up if importing data has resulted in
redundant records or if you find that related terms have been used inconsistently.
To merge two name or subject records:
1. Open the Names or Subjects list screen.
2. Select the two or more terms that you wish to merge.
3. Press the
button.
4. The Toolkit will prompt you to select the term you wish to merge into. Select a term in the
list. This will be the record that remains in the system: the other term will be merged into
this record. All links from the other record will now be linked to this record.
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5. Press Select.
6. You will be asked to verify that you wish to merge the records into the record you selected.
Press Yes.
If a number of records are linked, the operation may take a few seconds. If there are few or
no records linked, the process will take place immediately.
Caution! Merging subjects and names will create changes in any records linked to the
term that is to be merged. The Toolkit will not alert you to those records that will be
changed. If you wish to identify the records that will be changed, complete a search for
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the term to be merged in the Accessions and Resources functional areas to retrieve a list
of the linked records.
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Linking Name and Subject Records to Accession and
Resource Records
The primary purpose of name and subject records is to amplify source, creator, and content
information found in accession and description records. Within these records, the Archivists’ ToolkitTM
provides features for adding subject terms, source names, creator names, and subject names.
When a needed subject term or name does not yet exist in the Toolkit, it can be created directly from
within the accession or description record while in the process of assigning a source, creator, subject
name, or other subject term to that record.
This chapter describes procedures for adding terms to accession and resource records, and for creating
new subject terms and names. See Chapter 11 for instructions on creating new terms directly within the
Names and Subjects functional areas.
Adding names
Overview
The accession and description records include command buttons for assigning name terms to these
records, and for removing a name term that was previously assigned to the record. Once a name term is
assigned, it will appear in the accession or description record and in any accession or description
reports that make use of name terms. For example, the name term will be included in an accession
record output.
Types of name relationships
There are three options for assigning a name to an accession or resource record. You may add the
name as a source for the materials, as a creator of the materials, or as a subject documented in the
materials. In addition to these functions, you may further refine information about the entity’s
relationship to the materials by recording a role for a creator, source, or subject, and by adding a form
subdivision to a subject. Neither of these two options is required.
The function, role, and form fields do not become part of the name record, but instead are part of the
link between the name record and the description or accession record.
1. Name Link Function. The function of the name, either creator, source, or subject, in
relation to this accession, description resource, description component record, digital object
record, or digital object component record. The same name can be linked multiple times to
an accession, description, or component record, as long as the function, role and form
division is different. For example, you could link the name Smith, Jane to an accession
record as the source, the creator, and the subject of the materials.
Note that names as sources may only be assigned to accession and description resource
records, not description component records. If desired, sources for descriptive components
may be recorded in the Immediate Source of Acquisition note.
2. Role. An indication of what role the name has in regard to its function as creator, source, or
subject. Examples include identifying a source as a donor or a dealer, or identifying a
creator as collector, a director, or an illustrator.
The content of this field is populated with a controlled list that is drawn from the list of
MARC relator codes. You may not add other values to the field. The roles available for
creator and subject are different than the roles available for source.
3. Form Subdivision. This field is for topical, geographical, chronological, or form
descriptors, singly or in some combination, that modify a name assigned as a subject. The
Toolkit does not enforce consistency in the use of separation devices where combinations
of descriptors are used.
Examples:
Correspondence (for Salk, Jonas--Correspondence.)
Finance, Personal (for Hudson, Erasmus Darwin, 1806-1880 -- Finance,
Personal.)
Criticism and interpretation--History--18th century (for
Shakespeare, William--1564-1616--Criticism and interpretation--History--18th
century.)
Assigning names
1. From the Names & Subjects tab of an accession or resource record, press the
button. The Toolkit will display a list of names available.
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2. To retrieve the desired name, scroll through the list or begin to type the desired name in the
Filter box. As you type, the list will be filtered to include only those terms containing the
character string entered into the Filter box.
a. If the desired name does not appear, and if you have the proper permissions, you
may create a new name record. Press the Create Name button, which will cause the
Toolkit to prompt you for the type of name record, and then open a blank name
record.
b. Follow the instructions in Chapter 11 to create the new record. When you have
saved the record, the Toolkit will return to the Name Lookup window, where the
new name has been added to the list.
c. Select a Name Link Function for the name: Creator, Source, or Subject. This step
is required.
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3. If the desired name(s) appears in the list, select the name and then choose a Name Link
Function for the name(s): Creator, Source, or Subject. This step is required.
Note If you are selecting multiple names, they must be linked with the same
Name Link Function.
4. If you wish, select a more specific role for the creator from the Role field. The Role will be
applied to all names, if more than one is selected.
5. For names as subjects, you may also choose to add a Form Subdivision. The Form
Subdivision will be applied to all names if more than one is selected.
6. Once you have selected a name and a function, and have identified the role and subdivision
(if so desired), press the
button, or double-click the name in the list. The name(s)
will be added to the open accession or resource record.
7. Repeat the process of selecting names as often as necessary, and then press the
button to return to the accession or resource record.
Editing name links
You can edit aspects of a name link, such as function, role, or subdivision, even after the name has
been added to an accession or resource record.
1. Retrieve and open the accession or resource record that contains the name.
2. From the Names & Subjects tab of an accession or resource record, select the name whose
link is to be modified.
3. Press the
button or double click on the name.
The Toolkit will open a window showing the current settings for the Name Link Function,
Role, and if applicable, Form Subdivision. Make the desired changes to these elements.
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4. Press OK to save the new linking information.
Removing names
Once a creator, source, or subject name has been successfully assigned to an accession or description
record, it can easily be removed.
1. Retrieve and open the accession or description record that contains the incorrect name.
2. From the Names & Subjects tab of an accession or resource record, select the name whose
link is to be modified.
3. Press the
button.
4. The name will no longer be included in the name list.
Note: Removing a creator, source, or subject name from an accession or
description record removes that specific relationship between the two records,
but does not remove other types of name relationships with the record. For
example, if an accession shares a source and a creator, removing the creator
from the record does not remove the same name from the source list. Removing
a creator, source, or subject name does not delete the name record itself.
Adding subjects
Overview
The accession and resource record templates include command buttons for assigning subject terms to
these records, and for removing a subject term that was previously assigned to the record. Once a
subject term is assigned, it will appear in the accession or description record and in any accession or
description reports that make use of subject terms. For example, the subject term will be included in
MARCXML and EAD outputs for that resource record.
Assigning subjects
Use the following instructions for assigning subjects from either an accession or resource record.
Remember, subjects can be added at any level of description.
1. From the Names & Subjects tab of an accession or resource record, select the
button.
The Toolkit will display a list of subject terms available.
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2. Scroll or filter through the list of subjects to determine if the subject term is currently in the
Toolkit
button, or
3. If the subject is in the Toolkit, select the subject term and click on the
double-click on the term to link the subject to the accession or resource record. If the
desired term does not appear, and if you have the proper permissions, you may create a new
term. Press the
button, which will open a blank subject record.
4. Follow the instructions in Chapter 11 to create the new record. When you have saved the
record, the Toolkit will return to the Subject Term Lookup window, where the new term
will now appear in the list.
5. Repeat the process of selecting terms as often as necessary, and then press the
button to return to the accession or resource record, or select multiple terms
and add them at the same time.
Removing subjects
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Once a subject has been successfully assigned to an accession or resource record, it can easily be
removed if you decide that it does not appropriately represent the materials.
1. Retrieve and open the accession or resource record that contains the subject term.
2. Select the term(s) to be removed in the list of subject terms in the record.
3. Press the
button.
4. The term will no longer be included in the subject terms list for that record.
Note: Removing a subject term from an accession or resource record removes
the relationship between the two records, but does not delete the subject record
itself.
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Creating and Assigning Locations
Overview
The locations function of the Toolkit is for recording shelf location(s) of the materials in an archival
resource or accession record. Because the accession record may not provide details on containers
within the collection, the process for assigning locations to accessions is different than assigning
locations to resource records. It is possible, however, to supply multiple locations for accessions and
for resources, and to identify specific containers within each location.
The location record is not intended to support tracking the movement of archival accessions and
containers from shelf to reading room and back or from shelf to exhibition area and back. It is assumed
the locations linked to the accession or to the container are the permanent locations of the materials
when they are not in use for any purpose. You can, of course, modify the location if necessary, for
example if the collection is being shifted or the materials are being relocated after processing.
It is possible to define locations in one of three ways: as space managed by your repository, as a
barcode used to identify a unique location, or as a classification number used to signify a location.
When defining space, you may choose to be specific or general based on your needs for location
management and retrieval. Elements defining space are somewhat hierarchical, in that you can define a
building, floor, room, area within a room, and specific stack coordinates. If you have a single location
in which your archival resources are housed, you may simply wish to record the building and one or
two stack coordinates. If you have multiple spaces within the same building, you may wish to record
more specific details about each space.
Creating location records when you first configure the Archivists’ ToolkitTM is recommended. The
Batch Add feature, used for creating many location records at once, is described later in this chapter.
Basic steps for creating a location record
1. From the Setup menu, select Locations.
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2. Press the
button.
3. Enter a Building name and Coordinate 1 Label.
or
4. Enter a Barcode.
or
5. Enter a Classification Number.
button at the bottom right corner of the
6. Save the location record by pressing the
window. If entering more than one location record, save the record by pressing the
button. This will save the current record and open a new location screen so a
subsequent record can be entered.
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Caution! If the record does not include the required elements listed above, the Toolkit
will indicate that the record cannot be saved because one or more of the required fields
is not complete. The incomplete fields will be indicated in the error message. The
required field(s) must be completed in order to save the record.
Location data elements
Elements Required by the Archivists’ ToolkitTM
Note that either Building and Coordinate 1 Label, or Barcode, or
Classification Number are required.
1. Building. Enter the name of the building in which the location exists.
Examples:
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Fales Library
West Annex
Five Colleges Depository
2. Coordinate 1 Label. The first of three available fields for identifying locations within the
stacks or other storage units. The Coordinate 1 Label field is designed to describe either a
Coordinate 1 Numeric Indicator or a Coordinate 1 AlphaNumeric Indicator. In the
examples below, the first term (i.e. Range, Flat File, Bin) serves as the Coordinate 1
Label, and the second as the Coordinate 1 Numeric Indicator. If an alphanumeric
indicator is used, the Coordinate 1 AlphaNumeric Indicator field should be used.
Examples:
Range 12
Flat File 5
Bin 4c
3. Barcode. The number of the barcode assigned to the materials.
Examples:
41822000182301
4. Classification Number. The classification number assigned to the materials. This is used
only if the classification number is a device for shelving and locating materials, rather than
simply a means of uniquely identifying the materials.
Examples:
LD7093.37 .B33
LD7092.8 Adams
Additional Elements
The location record can be extended by recording data for any of the following data elements. The
choice of which location elements to record will depend on the nature of the space(s), the need for
space management, and complexities of retrieval in your repository.
1. Floor. The floor on which the location exists.
Examples:
Basement Level A
Floor 24
2. Room. A number or other identifier for the room.
Examples:
2602
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Tab Filer Memorial Storage Area
3. Area. The location's area within the room.
Examples:
Oversize storage area
4. Coordinate 2. The second of three specific coordinate labels for identifying locations
within the stacks or other storage units. The Coordinate 2 Label field is designed to
describe either a Coordinate 2 Numeric Indicator or a Coordinate 2 AlphaNumeric
Indicator. In the examples below, the first term (i.e. Bay, Drawer) serves as the
Coordinate 2 Label, and the second as the Coordinate 2 Numeric Indicator. If an
alphanumeric indicator is used, the Coordinate 2 AlphaNumeric Indicator field should be
used.
Examples:
Bay 3
Drawer 5a
5. Coordinate 3. The third of three specific coordinate labels for identifying locations within
the stacks or other storage units. The Coordinate 3 Label field is designed to describe
either a Coordinate 3 Numeric Indicator or a Coordinate 3 Alpha Num Indicator. In
the example below, the first term (i.e. Shelf) serves as the Coordinate 3 Label, and the
second as the Coordinate 3 Numeric Indicator. If an alphanumeric indicator is used, the
Coordinate 3 Alpha Num Indicator field should be used.
Examples:
Shelf 4
6. Repository. Select the repository name from the drop down list.
Examples:
University of Massachusetts Amherst
Scripps Institution of Oceanography Archives
Using Batch Add to generate multiple location records
Batch Add allows you to automatically generate a number of location records by providing a range of
coordinates.
1. From the Setup menu, select Locations.
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2. Press the
button.
3. Enter the Building, Floor, Room, and/or Area as appropriate. Building is required.
4. Enter the Label for Coordinate 1 and the Start and End values for the series of records
you wish to create. For example, to automatically create records for Ranges 1-12, enter the
Label Range, the Start value 1, and the End value 12. The data values must be either
numeric or alphabetical when expressing a range for a location coordinate. Alphanumeric
numbers must be entered individually.
5. Repeat step four for Coordinate 2 and Coordinate 3 as needed.
6. Press the
button.
7. The Toolkit will automatically generate the appropriate records, and will return a message
indicating the number of records it created. For example, if you entered data for Ranges 112, Bays 1-5, the Toolkit would create sixty location records.
8. Repeat the process as needed, then press the
Creation window.
button to close the Batch Add
Assigning locations
Overview
You can assign locations to accessions or resources.
Assigning locations to accession records
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1. Open the desired accession record.
2. From the Basic Information tab, press the
button.
3. The Toolkit will display a window listing all locations available for your repository. Select
the location to be assigned.
4. If desired, enter Note/Container information to help track which specific containers in the
accession are housed in the location.
Examples:
Boxes 1-3
Box 4
Oversize materials
5. Press the
button. You will see the location listed in the accession record.
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6. Repeat the process until all locations have been assigned. You may also create a location
record from this screen by pressing the
location record.
button, which will open a new
7. Once all locations have been assigned to the accession record, press
button.
Assigning locations to containers in described resources
1. Open the desired resource or resource component record.
2. Press
button.
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3. The Toolkit will display a window listing all containers recorded for the resource and all
locations available for the repository. Select one or more containers.
4. Select the location to be assigned to the selected containers, and press the
button. You will see the location listed next to the container(s) in the
Containers window.
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Note: Locations cannot be batch added through this screen. Batch additions must
be done through the Locations option available through the Setup menu.
5. Once all locations have been assigned to the resource record, press the
button.
Removing location links
1. Highlight the container with the location link to be deleted and press the
button.
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2. The Remove Linked Location dialog box will open.
3. Click ‘yes’ and the container will no longer be linked to a location and the ‘no location
assigned’ will be displayed.
Removing locations
1. From the Setup menu, select Locations.
2. Select the desired location record and press the
button.
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3. The record will no longer appear in the list of locations.
Note: It is not possible to delete a location record that is linked to accessions or
containers. If the location record you wish to delete has been assigned to an
accession or location record, the Toolkit will inform you that the record cannot
be removed. You can use the Search tool to locate the record(s) assigned to the
location, and reassign them to new locations as necessary.
Location reports
You can print the locations list or a shelf list by pressing the
button at the button of the
Location Management screen. Chapter 14 provides instructions for generating reports. Examples of
the following report is available in the appendices:
Location shelf list/locations with resource or accession record(s). Displays a list of locations,
indicating any accessions or resources assigned to defined locations.
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Generating Outputs
Overview
The Toolkit produces two distinct types of outputs: reports and exports. Reports include both
administrative and descriptive products, such as lists of acquisitions for a given time period or a
collections guide. Exports are typically, but not exclusively, XML files conforming to standards such
as EAD, METS, and MARC.
The Archivists’ Tookit is designed to produce data exports, or metadata records, such as EAD,
MARCXML, MODS, DC, METS. The application does not, however, provide the means to manage,
access, or display those export products. It is assumed the exports will be added to external access
delivery systems such as an EAD database, an Integrated Library System (ILS), or a METS database
where the objects can be searched and displayed to end users. However, the data for each record should
be stored and edited in the Toolkit
Generating reports
Overview
The Toolkit allows you to print an individual screen or record, to generate a report containing data
from all records, or to produce a report that draws upon data appearing in a selected subset of records.
When generating reports for multiple records, the output reflects the result set as ordered and displayed
in the list screen for a specific functional area.
A complete list of reports, along with their description and a sample of each report, is available in the
appendices.
Reports can be generated from list screens, using the
button or from individual records
using the
button. Using the Reports button from the list screen allows for the creation of
reports from a group of records, while generating reports from an individual record produces a report
for only that single record. The Reports drop-down list in the menu / command zone provides the
option to generate a repository profile; this will be discussed later in this chapter.
You may print, preview, or create a file of the report. To preview a file, the Select Output field must
be set to “Printer.” File options are: PDF, HTML, RTF, Excel, or CSV. Each version differs in its
usefulness. Currently the PDF, RTF, and HTML options produce the most ready-to-use reports. The
RTF option is useful for bringing the report information into MS Word for editing. The Excel format is
helpful for manipulating the report in Excel. For tabular reports, such as Print Screen, the CSV option
is useful to extract delimited data. For producing finding aids, one can choose between a PDF
rendering or HTML encoding of the EAD file.
Generating a list screen
You may print the contents of any list screen. When printing list screens, the output will match the
content, order, and sorting of elements found on the screen. Use the Configure Application option
(under the Setup menu) to add or omit content from the list. Use the sort functions to reordered the
records.
To print a list screen:
1. From any list screen, press the
button.
2. Select Print Screen in the Select Report drop-down list.
3. Enter any text you wish to appear in the Report Header.
4. Select Output for the report. Options are: Printer PDF, HTML, RTF, Excel, or CSV files.
5. Press the
button to print or the
button to preview the file.
Generating reports for a single record
You may print the contents of any individual record by pressing the
button.
To generate a report for a single record:
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1. From any record press the Reports button.
2. Select the type of report desired. For example, to print a name record, select Name
Record(s).
3. Enter any text you wish to appear in the Report Header.
4. Select Output for the report. Options are: Printer, PDF, HTML, RTF, Excel, or CSV files.
5. Press the
output.
,
, or
button depending on the desired
Generating reports for multiple records
Overview
Any report can be generated for a record set of more than one record. To print a formatted report
containing data from multiple records, you must first create the list of records to be output into the
button to generate a report of all records of a given
report. You can do this by using the
type. Or, you can generate a report for multiple records by using the filter or search options to create a
subset. For example, using the search tool, a list of accession records can be generated for all records
with an accession date between January 1, 2006 and December 31, 2006 in order to generate a report
calculating the year's acquisitions.
The list screen and search editor can be customized using the configuration tools if necessary to
provide the desired search and sort options. See Chapter 15 for customization instructions.
Generating a records set
To print multiple records:
1. From any list screen, use the
button and filter or search options or select the
desired records with the Shift/Ctrl keys, then use the right-click mouse function and
highlight the list selected records option to create the set of records you wish to output.
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2. Use the buttons at the top of each column to sort the list in the order you wish the report to
be generated.
3. Press the
button.
4. The Select Report field provides a list of reports available for the functional area.
Note: A list of reports for each functional area, along with a description and a
sample of each report, is available in the appendices.
5. Enter any text you wish to appear in the Report Header.
6. Select Output for the report. Options are: Printer, PDF, HTML, RTF, Excel, or CSV.
7. Press the
,
, or
button.
Generating a finding aid
To generate a finding aid:
1. Select the resource record(s) from which you wish to generate a finding aid(s).
2. Click on the
button.
3. Select Finding Aid in the Select Report drop-down list.
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4. Three options appear:
Suppress components and notes when marked “internal only”? Indicate if you wish to
suppress components and notes when the status is set to “Internal.” If checked, the internal
notes will not be exported. If left unchecked, the internal notes will be exported with the
audience attribute set to “internal.”
Include DAO’s in output? Indicate if you wish to include <dao> elements in your output.
This is only relevant when there are digital object records linked to the description. If not
selected, the Finding Aid will not include any <dao> elements. If selected, the <dao> will
reference the METS identifier where there is one. Where there is no METS identifier, the
<dao> will reference the file versions, their file use statements and when present the title,
date and label of the associated node.
Select Output to generate the finding aid as a PDF file or an HTML file. The PDF file is
designed for immediate printing, whereas the HTML file is designed for uploading to the
web Options are pdf file (default) or html file
5. Add a Report Description, if desired.
button when generating a HTML file or press the
6. Press the
button when generating a PDF file. The Preview functionality is not available for finding
aids.
Generating a repository profile
A Repository Profile provides a quick snapshot of the repository’s holdings listed in the Toolkit.
Statistical information about Resources, Accessions, Extent of Holdings, Name Authorities and
Subject Authorities is compiled within the report.
To generate a repository profile:
1. From the Reports menu, select Generate Repository Profile.
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2. The Toolkit presents a progress window as the report is generating. Upon completion, the
JasperViewer window will appear with a preview of the Comprehensive Repository
Profile report. This preview can then be printed or saved.
Note: Repository profiles can take a long time to generate.
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Customizing reports
The Toolkit allows customized reports to be added to the application environment however
customization of reports is not possible within the Toolkit interface. For more information on using
customized reports, see Chapter 15.
Exporting data
Overview
The Toolkit supports export of data from resource description and digital object description records.
For archival resources, EAD and resource-level MARCXML (e.g., collection-level MARCXML
records) can be exported. For digital objects, METS, MARCXML, MODS, and Dublin Core can be
exported. For each type of export, a map of the AT field to export field is located in the appendices.
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Exporting data with mixed content
Mixed content is data that contains both text and mark-up. The Toolkit allows the existence of mixed
content in many of the description elements. This is because mixed content is allowed in EAD,
currently the primary standardized output for archivists in the United States. The Toolkit's model for
mixed content is, indeed, based on EAD and therefore not relevant to other descriptive outputs. For
this reason, mixed content is only retained for EAD exports. It is stripped when exporting
MARCXML, METS, MODS, and Dublin Core. Users should be aware, however, that mixed content
that is not well-formed XML may not be stripped accurately. More information about mixed content
can be found in Chapter 5.
Exporting standardized metadata for archival resources
Overview
The Toolkit provides the ability to export EAD and MARCXML for archival resources. EAD export
will include all data in the resource description and any linked resource component records. There is
also the option of exporting any linked digital object descriptions as <dao> elements within the EAD.
MARCXML export will only export data from the resource level description. It will include a link to
an online finding aid if noted in the resource description but not to any digital objects linked to the
resource.
Exporting EAD
To export EAD from a resource description:
1. Open the resource description to be exported.
2. Press the
button.
3. Indicate if you wish to output numbered component levels (<c01> as opposed to <c>).
Note: EAD only defines twelve component levels. The Toolkit does not support
outputting numbered component levels exceeding twelve levels.
4. Indicate if you wish to suppress components and notes when the status is set to “Internal.”
If checked, the internal notes will not be exported. If left unchecked, the internal notes will
be exported with the audience attribute set to “internal.”
5. Indicate if you wish to include <dao> elements in the output. This is only relevant when
there are digital object records linked to the description. If left unchecked, the EAD will not
include any <dao> elements. If selected, the <dao> will reference the METS identifier
where there is one. Where there is no METS identifier, the <dao> will reference the file
versions and their file use statements, and output the file versions listed according to their
sequence.
6. Open the folder where the file is to be saved, and indicate the name of the file (usually the
same as the EAD Identifier)
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.
7. Press Save to export EAD.
8. A progress window will appear while the EAD is generating. An Export Log will appear at
the completion of the process and list the export time and output file(s). Export logs also
include options to print or save the log file.
Batch Exporting EAD
EAD can also be exported in batches rather than singly. To export a batch of EAD files:
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1. Select the resource records from which the EAD files should be generated. A batch of EAD
files can only be created from the Resources list view.
2. Press the
button.
3. Indicate if you wish to output numbered component levels (<c01> as opposed to <c>).
Note: EAD only defines twelve component levels. The Toolkit does not support
outputting numbered component levels exceeding twelve levels.
4. Indicate if you wish to suppress components and notes when the status is set to “Internal.”
If checked, the internal notes will not be exported. If left unchecked, the internal notes will
be exported with the audience attribute set to “internal.”
5. Indicate if you wish to include <dao> elements in the output. This is only relevant when
there are digital object records linked to the description. If left unchecked, the EAD exports
will not include any <dao> elements. If selected, the <dao> will reference the METS
identifier where there is one. Where there is no METS identifier, the <dao> will reference
the file versions and their file use statements, and output the file versions listed according to
their sequence in the digital object record.
6. Open the folder where the files are to be saved.
7. Press Save to export EADs.
8. A progress window will appear while the EADs are generating. An Export Log will appear
at the completion of the process and list the export time and output file(s). Export logs also
include options to print or save the log file.
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Exporting MARCXML
Note: The granularity of certain fields, such as subject headings, is not the same
in the Toolkit as in MARCXML. In addition, the Toolkit's mapping of certain
elements into MARC may differ slightly from your repository's existing
practices. Therefore, you may wish to edit the Toolkit's MARCXML after it has
been exported from the system. See the appendices for export mapping from the
Toolkit to MARCXML.
To export MARCXML from a resource description:
1. Open the resource description to be exported.
2. Press the
button.
3. Indicate if you wish to suppress components and notes when the status is set to “Internal.”
If “Withhold data marked ‘internal only’” is selected, the internal notes will not be
exported. If left unchecked, the internal notes will be exported.
4. Open the folder where the file is to be saved, and indicate the name of the file.
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5. Press Save to export MARCXML.
Batch Exporting MARCXML
To batch export MARCXML from a resource description:
1. Select the resource records from which the MARCXML records should be generated. A
batch of MARCXML records can only be created from the Resources list view.
2. Press the
button.
3. Indicate if you wish to suppress components and notes when the status is set to “Internal.”
If “Withhold data marked ‘internal only’” is selected, the internal notes will not be
exported. If left unchecked, the internal notes will be exported.
4. Open the folder where the files are to be saved.
5. Press Save to export MARCXML.
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Exporting standardized metadata for digital objects
Overview
The Toolkit offers a number of options for exporting data from digital object descriptions. METS can
be exported with descriptive metadata encoded in either MODS or Dublin Core. MARCXML, MODS,
or Dublin Core descriptive metadata can also be exported.
Note: It is also possible to export digital object descriptions as <dao> elements
in an EAD by checking the appropriate box in the EAD export dialog window.
Exporting METS
To export METS from a digital object description:
1. Open the digital object record to be exported.
2. Press the
button.
3. Choose whether to export METS with MODS descriptive metadata or Dublin Core
descriptive metadata.
4. Indicate if you wish to suppress components and notes when the status is set to “Internal.”
If “Withhold data marked ‘internal only’” is selected, the internal notes will not be
exported. If left unchecked, the internal notes will be exported.
5. Open the folder where the file is to be saved, and indicate the name of the file (usually the
same as the METS Identifier).
6. Press Save to export METS.
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Note: The METS files created by the AT are designed to be compliant with the
METS Navigator (http://metsnavigator.sourceforge.net/) created by the Indiana
University Digital Library Program. The METS Navigator is an open source
application made available to the general METS using community. Minimal
configuration of the METS Navigator is required to accommodate the file use
values utilized in the Toolkit.
Exporting MARCXML
To export MARCXML from a digital object description:
1. Open the digital object record to be exported.
2. Press the
button.
3. Indicate if you wish to suppress components and notes when the status is set to “Internal.”
If “Withhold data marked ‘internal only’” is selected, the internal notes will not be
exported. If left unchecked, the internal notes will be exported.
4. Open the folder where the file is to be saved, and indicate the name of the file.
5. Press Save to export MARCXML.
Exporting MODS
To export MODS from a digital object description:
1. Open the digital object record to be exported.
2. Press the
button.
3. Indicate if you wish to suppress components and notes when the status is set to “Internal.”
If “Withhold data marked ‘internal only’” is selected, the internal notes will not be
exported. If left unchecked, the internal notes will be exported.
4. Open the folder where the file is to be saved, and indicate the name of the file.
5. Press Save to export MODS.
Exporting Dublin Core
To export Dublin Core from a digital object description:
1. Open the digital object record to be exported.
2. Press the
button.
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3. Indicate if you wish to suppress components and notes when the status is set to “Internal.”
If “Withhold data marked ‘internal only’” is selected, the internal notes will not be
exported. If left unchecked, the internal notes will be exported.
4. Open the folder where the file is to be saved, and indicate the name of the file.
5. Press Save to export Dublin Core.
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Customizing the Archivists’ ToolkitTM
Overview
The Archivists’ ToolkitTM provides a number of customization features that allow for maximum
productivity by tailoring the application to your needs. You can:

establish default values for fields

configure the interface by customizing field labels, identifying which fields should appear
in list screens, modifying search settings, and editing rollover tips that appear for each field

edit lookup lists that provide multiple controlled values for a field

customize default titles for notes

configure user-defined fields in the accession record

ingest customized reports
These options can increase data entry efficiency and provide an interface that is more closely aligned
with your repository context.
Note: Customizing the Toolkit is an advanced operation, requiring some
investigation into the underlying table structure of the Toolkit’s database. Before
beginning the customization process, it is advisable to review the terminology
provided in the following section and to study the relevant appendices.
Customization options are only available to those with Superuser (Access Class
5) and Repository Manager (Access Class 4) permission levels. Superusers are
permitted to do all customizations; Repository Managers can establish default
values for their repository and edit lookup lists.
Terminology
The following terms represent concepts related to the Archivists’ ToolkitTM database or interface.
Familiarity with these terms is essential to understanding and using the customization features.
Field: A basic unit, or element, of data entry in the Toolkit.
Examples:
Title
Extent Number
Field name: The identifier for a field in the Toolkit’s database. The field name does not appear in
data entry or other interface screens and cannot be modified.
Examples:
subjectTerm
extentNumber
Field label: The term displayed in the interface to identify a specific field. Field labels appear in
data entry screens and list screens. Field labels may be modified.
Examples:
Subject Term
Extent Number
List screen: A screen that lists a group of records in the Toolkit. These include the lists used to
retrieve and access name, subject, accession, and resource records when pressing the
button from the main screen. List screens are also used to display linked records. For example, in
an accession record, the source, creator, and name subject records linked to the accession record
are displayed on the Names & Subjects tab in a list screen.
Lookup list: A list of terms that provides a set of predefined values for a given field. The lookup
list values appear during the data entry process as drop-down lists; the values that populate dropdown lists are from lookup lists.
Table: A set of data elements that is organized into horizontal rows and vertical columns. A row
represents a record in the table and a cell is a specific instance of a field within that record.
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Relational databases, such as that used in the Toolkit, are comprised of multiple tables that are
linked together. Therefore, the fields appearing on a single data entry screen may actually be stored
in different tables. In order to access a field for customization purposes, you must first identify the
table that contains the field.
Note: In order to access the specific field to be customized, you must know
which table contains the field. In the Lookup Lists appendix, you will find a
table listing the predefined lookup lists, the field to which they are linked, and
the type of lookup list.
Default values
Overview
If your repository uses boilerplate text (i.e. text that can be reused without change) for particular fields
or notes, you may wish to create a default value so that the same data does not need to be entered
repeatedly. Establishing the default value for a certain field or note will result in that default text being
input into the field or note each time you create a new record. You may then edit the default value if
you wish. For example, if you enter Materials closed until processed as a default value
for the Access Restrictions field, that phrase will be entered into the Access Restrictions field
whenever a new accession record is created for the repository. The default value can then be edited
when necessary.
Because default values are repository-specific, they are stored as part of the repository record.
Note: Not all fields will be available for establishing a default value. For
example, information such as the user and date of record creation or update is
automatically captured by the Toolkit. For a complete list of fields for which a
default value can be established, as well as a list of the Toolkit’s table names
and fields, see Fields Supporting Default Values in the appendices.
Creating a default value for a field
1. From the Setup menu, select Repositories.
2. Open the repository record by double-clicking on the repository name in the list.
3. Click on the Default Values tab.
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4. Press the
button.
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5. Select the appropriate Table, then the Field for which you are establishing a default value.
Note: Fields Supporting Default Values appendix may assist you in locating
the field for which you want to create a default value.
Depending on which option is available:
6. Enter the default text in the Value field.
or
Check the Boolean Value box.
or
Select the appropriate Value from the drop-down list.
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7. Save the default value record by pressing the
button at the bottom right corner of
the window. If you are entering multiple records, the
are working in and open a new default value record.
button will save the record you
Creating a default title and default value for a note
1. From the Setup menu, select Repositories.
2. Open the repository record by double-clicking on the repository name in the list.
3. Click on the Default Values tab.
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4. Double-click on the note you wish to customize.
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5. Enter a Default Title and/or Default Content for the note.
6. Press the
button to save the record.
Note: Default notes are not automatically added to resource records. However,
when the user decides to add the note to the resource record, the default text will
be present.
Editing and removing default values
1. From the Setup menu, select Repositories.
2. Open the repository record by double-clicking on the repository name in the list.
3. Click on the Default Values tab.
4. Edit or remove the default value:
a. To edit a default, double click the appropriate entry in the list to open the record in
question and edit the value.
b. To remove a default, select the appropriate entry in the list and press the
button.
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5. Press the
button to save the record.
Configuring the application interface
Overview
Configuring the application interface will allow you to:

change the field labels that display on data entry screens

modify the field columns that appear in list screens

customize which fields are available in the search interface

edit rollover tips, including field definitions and examples
Modifying field labels
You may wish to modify field labels that appear in the Toolkit interface, for example, to reflect
terminology used in your repository or to match existing processing and procedure documentation.
Note: Changing the label of a field is a superficial change that only affects the
interface. You cannot turn a Container Summary field into a Preservation
Actions field, for example. The underlying field name, data type, and any
associated import and output mappings will not change. The user-defined fields
should be implemented for this purpose.
1. From the Setup menu, select Configure Application.
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2. Double-click on the table that contains the field you wish to customize.
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3. Double-click on the appropriate field in the list.
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4. In the Database Field window, modify the Field Label.
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5. Press the
button to save the field record.
6. Repeat for additional fields in the same table until all desired modifications are complete.
7. Press the
button to save all changes to the table.
8. The application will now show the modified field label in applicable screens.
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Customizing the list screens
List screens are used for browsing name, subject, accession, and resource records, and for displaying
linked records such as a list of names associated with an accession record. You may add a field to a list
screen, change the left to right order of fields (columns) in a list screen, or remove a field from a list
screen.
Note: Customizing list screens is accomplished by customizing specific field
records. In order to modify the list screen, you must first identify the table that is
the source of fields in the list screen. Refer to the List Screen Defaults
appendix for assistance.
1. From the Setup menu, select Configure Application.
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2. Double-click on the table that contains the field you wish to add to or remove from the list
screen.
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3. Double-click on the appropriate field in the list.
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4. In the Database Fields window, enter a value in the Return Screen Order field. A 0 will
remove the field from the list screen, a number will add the field to the list screen in the
order that you designate.
Note: The Toolkit does not prevent you from creating duplicate entries in this
field. If you enter 3 for one field and another field in the table also has the value
3, the Toolkit will reorder the rest of the fields. When the record is saved, the
fields with a return screen order other than 0 will be sorted and then renumbered
starting at 1.
5. Press the
button to save the field record.
6. Repeat until desired modifications are made.
247
7. Press the
button to save all changes to the table.
8. The field column will now appear in the List Screen view.
Note: Column listing order can also be changed by dragging and dropping the
Field Name column heading to the desired place in the screen listing. This
change is not permanent, however, and the previous order will be restored upon
leaving this list screen view.
Modifying search settings
The Toolkit's search interface allows you to search for terms within a field. You can customize which
fields are available for searching.
1. From the Setup menu, select Configure Application.
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Chapter 15
2. Double-click on the table that contains the field for which you wish to change search
settings.
249
3. Double-click on the appropriate field in the list.
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Chapter 15
4. In the Database Fields window, click on the Include in Search Editor checkbox to
change the setting.
5. Press
button to save the field record.
6. Repeat until desired modifications are complete.
7. Press the
button to save all changes to the table.
8. The field will now appear as an option in the drop-down list in the Search Editor within
the Simple Search tab.
251
Modifying rollover tips
Rollover tips contain text that appears when the cursor hovers over a field label. They provide
guidance during the data entry process. Rollover tips are composed of a definition and examples. You
may modify either of these fields. Rollovers are a good place to integrate repository processing /
description policy into the AT application.
1. From the Setup menu, select Configure Application.
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Chapter 15
2. Double-click on the table that contains the field you wish to customize.
253
3. Double-click on the appropriate field in the list.
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Chapter 15
4. In the Database Field window, modify the Definition and/or Examples.
5. Press the
button to save the field record.
6. Repeat until desired modifications are complete.
7. Press the
button to save all changes to the table.
8. The rollover windows will now reflect the modified changes.
255
Modifying the date format setting
The system date format establishes a standardized format for entering and displaying all transaction
dates (i.e., dates that are not for descriptive purposes). This includes accession date, acknowledgement
date, etc.
1. From the Setup menu, select Date Format Setting.
2. Choose the desired System date format. Version 1.5 of the Toolkit includes 12 date
formats including international date formats d/m/yyyy, d/m/yy, d-m-yyyy, d-m-yy.
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Chapter 15
3. Press the
button to save the record.
4. The changes will take place once the application is restarted.
Lookup lists
Overview
Lookup lists provide a set of predefined values that can be selected during data entry to populate a
field. The Toolkit comes with a number of pre-defined lookup lists. You can modify many of these
lists, though there are some that can not be modified because either their values are necessary for
correct operation of the Toolkit, or are necessary in order to produce valid standardized outputs such as
EAD or MODS.
Note: You will find a table listing the predefined AT lookup lists, the fields to which
they are linked, and the type of lookup list in the appendices.
The Lookup Lists list view
The Lookup List list view contains the List Name, List Items, Codes, whether the List Items and
Codes are paired values, and whether the List Items are restricted To Nmtoken.
257
List Name. Contains the name of the lookup list. These can all be customized.
List Items. These are items that appear on the lookup lists. Some items cannot be modified and are
presented in red text to signify their immutability. Items listed in blue text are AT initial values.
Any items added by the repository are listed in black text. The differences in color helps highlight
which items are repository customizations. Some list items will have the Restrict To Nmtoken
box activated. This is to signify that these items have specific constraints to follow for correct
XML formatting.
Codes. Codes generally are abbreviations for List Items. For example, the code for the English
language is eng. Because these codes represent List Items, they are considered paired with
particular List Items, and thus the Paired Values box is activated.
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Chapter 15
Using the Show Record Count Function
Editing or deleting lookup list values can cause changes in the records that contain those values. To
determine how many records will be affected, use the Show Record Count function to list the number
of records that contain lookup list values.
To use the Show Record Count function:
1. From the Setup menu, select Lookup Lists.
259
2. Double-click on the name of the lookup list you wish to view.
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Chapter 15
3. Click on the
button.
The list will now display how many records are linked to each list item
261
Editing lookup lists
You may edit an existing lookup list by adding, deleting, changing, or merging items in a list, or by
importing terms.
Note: Editing a lookup list may cause changes in some records. If any of the records to
be changed are invalid, or if the edit would create duplicate records, the Toolkit will
return an error message and you will be unable to complete the operation. More
information about data cleanup of imported data is available in Chapter 6.
1. From the Setup menu, select Lookup Lists.
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Chapter 15
2. Double-click on the list you want to edit.
3. To add a list item:
a. Press the
button.
b. Enter in the value for the new list item, and press OK. The item will now appear in
the list.
4. To import list items:
a. Press the
button.
263
b. Select the file you wish to import. The list must be in a plain text file, with each
item in the list on a single line. For example:
List item 1
List item 2
List item 3
c. Press Open. The new values will appear in the list.
d. Press the
button to save the list.
Deleting items from a lookup list
1. From the Setup menu, select Lookup Lists.
2. Double-click on the list to be modified. It is also possible to delete more than one item at a
time by using the Shift and/or Control keys and clicking on the desired items or range of
items.
3. Select the value(s) that you wish to delete.
4. Press the
button.
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Chapter 15
5. Because editing a lookup list value may result in changing records that contain that value,
the Toolkit will respond with the number of records that you will be updating, and ask you
to confirm that you wish to update those records. Press Yes to change the list and update
any records that use the value being modified.
6. The Toolkit will verify the number of records that have been modified. Press the
button.
Caution! If any of the records to be modified were imported into the application and
are not valid records, the operation cannot be performed, and the Toolkit will return an
error message.
7. Press the
button to save the list.
Changing items in a lookup list
1. From the Setup menu, select Lookup Lists.
2. Double-click on the list to be modified.
265
3. Select the value that you wish to edit.
4. Press
button.
5. Edit the value.
6. Because editing a lookup list value may result in changing records that contain that value,
the Toolkit will respond with the number of records that you will be updating, and ask you
to confirm that you wish to update those records. Press Yes to change the list and update
any records that use the value being modified.
7. The Toolkit will verify the number of records that have been modified. Press OK.
8. Press the
button to save the list.
Merging items in a lookup list
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Chapter 15
If imported records contain information in a field that is controlled by a look up list and a List Item
does not already represent this information, a new List Item will be added to the lookup list. For
example, if an EAD is imported with the subject source listed as “lsch” instead of “lcsh,” the term
“lsch” will be added to the lookup list. The merge function can be used to rectify this inconsistency.
To merge List Items together:
1. From the Setup menu, select Lookup Lists.
2. Double-click on the list to be modified.
3. Select the first value to be merged.
4. Holding down the control (CTRL) key, select the second value to be merged.
5. Press
button.
267
6. Select the item to merge into (the value to which both sets of records should be linked). If
the item cannot be modified, it will be the only item listed because it cannot be merged into
another item.
7. The Toolkit will respond with the number of records that you will be updating, and ask you
to confirm that you wish to update those records. Press Yes to change the list and update
any records that use the value being modified.
8. The Toolkit will verify the number of records that have been modified. Press OK.
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Chapter 15
9. Press the
button to save the list.
Configuring note options
For any of the descriptive notes, you can customize the label that appears in the Toolkit's interface.
Note: To customize the title of the note that is output as a header in EAD, print
finding aids, and other descriptive outputs, you must edit the default value for
notes. Instructions are provided in the Default Values section of this chapter.
1. From the Setup menu, select Notes Etc.
269
2. Double-click on the note for which you wish to customize the label.
3. Edit the Label.
4. Press the
button to save the list.
5. Repeat until you have completed the desired customizations.
6. Press the
button to save the customizations.
Note: These customizations will not appear in the interface until the application
has been restarted.
Configuring user-defined fields
The Accessions record contains a User-defined fields tab. This section is specifically designed as a
means for repositories to create their own fields to capture information not already captured by the
Toolkit. User-defined fields are not included in any reports; however, repositories can create their own
customized reports to include these fields. This is discussed more fully in the Customizing Reports
section below.
User-defined data types
To configure user-defined fields, it is necessary to understand what types of data fields are available. It
is also important to understand that user-defined fields are configured for the repository and not just a
particular resource. Thus, some thought should go into determining if the user-defined element is
needed for just one resource or should be available to all resources in the database. If the answer is the
former, using a note might be the better solution.
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Chapter 15
The following terms are used to describe the data fields available for manipulation in the User defined
fields tab:
Date: A field that stores a specific date. Dates must be entered according to the default date
setting specified.
Boolean: A field which can have one of two values: typically true/false or yes/no.
Integer: A number field limited to whole numbers (not decimals).
Real: A number field that can accommodate decimals.
String: An alphanumeric field that can store a maximum of 255 characters.
Text: An alphanumeric field that can store an unlimited number of characters.
Configuring user-defined fields
To configure a user-defined field:
1. Decide which data type field is necessary to use for the information you want to capture.
For example, to configure a field that requires a yes/no answer, a Boolean data field should
be used. However if the field is to be a free text note of unknown length, a text data field
should be configured.
2. From the Setup menu select Configure Application.
271
3. Select the Accessions table.
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Chapter 15
4. Scroll down to the user-defined fields and select the data type determined in Step 1. For
example, if a Boolean field was determined upon, select userDefinedBoolean1. The
Toolkit provides at least two user-defined fields for each data type.
273
5. Change the Field Label to represent the information you want stored in the field.
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Chapter 15
6. Check the Include in Search Editor box if the field is to be included in the Search Editor
screen.
7. In the Database Field window, enter a value in the Return Screen field. A 0 will remove
the field from the list screen; a different number will add the field to the list screen in the
order that you designate.
Note: The Toolkit does not prevent you from creating duplicate entries in this
field. If you enter 3 and another field in the table also has the value 3, the
Toolkit will reorder the rest of the fields. When the record is saved, the fields
with a return screen order other than 0 will be sorted and then renumbered
starting at 1.
8. Provide a Definition for the field. This definition will appear in the rollover tips.
9. Provide Examples of data entries for the field. These examples will appear in the rollover
tips.
275
10. Press the
button to save the new field.
Customizing reports
The Toolkit allows customized reports to be utilized, however customization of reports is not
supported by the Toolkit. To create and generate reports, you must use the open-source application,
JasperReports. JasperReports, which utilizes a complex report generating syntax, can be used on its
own or in conjunction with iReports, another open-source application that provides a graphical user
interface for designing JasperReports. You may use these applications to customize the Toolkit’s
reports or to create your own reports. You may also use other reporting applications designed to work
the backend databases supported by the Toolkit. Instructions for creating such reports are out of scope
for the Toolkit’s user manual, but the JasperReports manual may be purchased at
http://jasperforge.org/sf/projects/jasperreports and the iReports user manual is freely available at
http://jasperforge.org/sf/projects/ireport. Those wishing to create or customize their own reports will
also need to make use of the Toolkit’s application programming interface (API), which is available on
the Archivists’ Toolkit web site.
To add a custom report to the drop-down list of available reports:
1. Place the report in the appropriate directory within the Reports folder located in the same
folder as the Toolkit program files. For example, an accession report should be placed in
the reports/Accessions directory.
Note: The custom report will only be available in the local client in which it is
placed. It will not appear in other clients within the repository unless these steps
are repeated for each individual client.
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2. If the application is open, close it and then relaunch it.
3. The report should now be available in the list of accession drop-down reports.
Note: The filename will appear as the report title in the Select Report dropdown list. To customize this and the Report Description, include the property
names, as well as the desired values, of reportTitle, and reportDescription
within the report.
To load a report into specific functional area for one-time processing:
1. Press the
2. Select the
button.
button.
3. A file-picker window will appear, prompting for the report file to be chosen. Select the
appropriate file and press Open.
277
Note: The screen will not change after the report is loaded.
4. Input a Report Header if desired. Pick an output method from the Select Output dropdown list and click on Preview or Print.
Note: This process will not load the report into the application permanently and
the report will not appear as an option in the Select Report drop-down list.
278
Appendix: User Permissions
The AT provides the means to assign a user to one of five classes or groups of users. The groups
represent an expanding sequence of functionality and access. For example, Class 5 represents access to
all the functionality and information present in the programs, while Class 1 represents access to only
very basic data entry functions. The access classes are defined in the table below, with each subsequent
class inheriting any restrictions from the classes above.
Access
Level
Level Title
Read/Write
Read Only
Perform
Function
Class 5
Superuser
• All for all
repositories
using a single
implementation
• All for all
repositories
• All
functions
Class 4
Repository
Manager
For only the
records of the
repository to
which they are
assigned:
• All
records for
a certain
identified
repository
• User records
For only the
records of
the
repository to
which they
are assigned:
• Repository
records
• Editing
lookup lists
• Data rules /
defaults
• Linking
names and
subjects to
accessions
• Lookup lists
• Location
records
• Accession
records
• Resource
records
• Resource
component
records
• Digital object
records
• Instance
records
• Name records
• Name contact
• Linking
names and
subjects to
resource and
resource
component
records
• Linking
locations to
containers
• All reports
/ outputs
• Creating /
editing users
at level 4 or
Not
Viewable
• Any
records
(excluding
name and
subject
records) for
any other
identified
repository
• Configure
application
• Date
format
setting
records
below
• Subject
records
Class 3
Project
Manager
• Data rules /
defaults
• Repository
records
• Location
records
• User
records
• Accession
records
• Resource
records
• Resource
component
records
• Digital object
records
• Instance
records
• Linking
names and
subjects to
accessions
• Generate
repository
profile
• Linking
names and
subjects to
resource and
resource
component
records
• Linking
locations to
containers
• Name records
• Name contact
records
• Editing
lookup lists
• Subject
records
Class 2
Advanced
Data Entry
Staff
• Location
records
• Accession
records
• Resource
records
• Resource
component
records
• Digital object
records
• Instance
records
• Name records
• Linking
names and
subjects to
resource and
resource
component
records
• Editing
lookup lists
• Name
contact
records
• Data rules
/ defaults
• User
records
•
Repository
records
• Linking
locations to
containers
• Subject
records
280
User Permissions Table
Class 1
Beginning
Data Entry
Staff
• Resource
records
• Accession
records
• Resource
component
records
• Digital
object
records
• Name
records
• Linking
names and
subjects to
resource and
resource
component
records
• Subject
records
281
Appendix: Record Validation Rules
This table lists rules used to determine if a record is valid in the Toolkit. Valid records are those that
satisfy the minimum data requirements for the record type. Listed are the combinations of mandatory
fields required to save a record, along with any content rules.
Table
Accessions
Mandatory Fields
accessionNumber1
accessionDate
repository
ArchDescriptionAnalogInstances container1Type
container1Value
ArchDescriptionNames
function
ArchDescriptionNotes
DigitalObjects
noteType
noteContent
Object Date: dateBegin
and dateEnd or
dateExpression
Recommended:
objectType
objectTitle
Other Rules
1. DateEnd must be
equal to or greater than
DateBegin.
2. BulkDateEnd must
be equal to or greater
than BulkDateBegin.
3. If either DateEnd
or DateBegin are present
the other must also be
present.
4. If either
BulkDateEnd or
BulkDateBegin are
present the other must
also be present.
5. If Bulk Dates are
present then they must
fall within Inclusive
Dates.
6. Bulk dates cannot
be recorded without
recording DateBegin
and DateEnd.
1. Names as sources
can only be linked to
Accession and Resource
records.
1. DateEnd must be
equal to or greater than
DateBegin.
FileVersions
Locations
LookupListItems
Names
uri
useStatement
Location Area: building
and coordinate1 or
barcode or
classificationNumber
listValue
nameType
sortName
1. If descriptionNote
present, descriptionType
must also be present
nameRules or
nameSource
if nameType =
corporateBody, then
corporatePrimaryName
if nameType = person,
then
personalPrimaryName
NameContactNotes
Repositories
Resources
if nameType = family,
then
familyName
nameContactNote
repositoryName
shortName
resourceIdentifier1
level
title
extentNumber
extentType
languageCode
Resource Date:
dateBegin and dateEnd
or dateExpression
1. DateEnd must be
equal to or greater than
DateBegin
2. BulkDateEnd must
be equal to or greater
than BulkDateBegin
3. If either DateEnd
or DateBegin are present
the other must also be
present
4. If either
BulkDateEnd or
BulkDateBegin are
present the other must
also be present
5. If Bulk Dates are
present then they must
fall within Inclusive
Dates
6. Bulk dates cannot
exist without DateBegin
284
Record Validation Rules
ResourcesComponents
Level
componentTitle or
componentDate
Subjects
subjectTerm
subjectTermType
subjectSource
userName
password
Users
and DateEnd
1. DateEnd must be
equal to or greater than
DateBegin
2. BulkDateEnd must
be equal to or greater
than BulkDateBegin
3. If either DateEnd
or DateBegin are present
the other must also be
present
4. If either
BulkDateEnd or
BulkDateBegin are
present the other must
also be present
5. If Bulk Dates are
present then they must
fall within Inclusive
Dates
6. Bulk dates cannot
exist without DateBegin
and DateEnd
7. title or (dateBegin
and dateEnd) or
dateExpression
285
Appendix: Unique Constraints
Below is a list of all the unique constraints for the Toolkit. This is a field or group of fields that must
be unique within the repository, or, in some instances, for the entire application without regard to the
number of repositories using a single implementation.
Table
Accessions
AccessionsResources
ArchDescriptionNames
Constraint
The constraint column lists the
fields that taken together must
be unique
repositoryId, accessionNumber1,
accessionNumber2,
accessionNumber3,
accessionNumber4
resourceId, accessionId
nameId, digitalObjectId,
resourceId, accessionId,
resourceComponentId, role,
function, form
ArchDescriptionSubjects digitalObjectId, subjectId,
resourceId, accessionId,
resourceComponentId
Locations
Names
Repositories
Resources
building, floor, room, area,
coordinate1, coordinate2,
coordinate3,
classificationNumber, barcode
corporatePrimaryName,
corporateSubordinate1,
corporateSubordinate2,
qualifier,
personalPrimaryName,
personalRestOfName,
personalPrefix, personalSuffix,
number, personalDates,
personalFullerForm,
personalTitle, familyName,
familyNamePrefix
repositoryName
repositoryId,
Description
Accession numbers
must be unique within a
repository.
A resource and
accession can only be
linked to each other
once.
The combination of
name, role, function and
form can only be linked
to a resource,
component or digital
object once.
A subject can only be
linked once to a
resource, component or
digital object.
Locations must be
unique.
Repository names must
be unique.
Resource ID must be
Subjects
Users
resourceIdentifier1,
resourceIdentifier2,
resourceIdentifier3,
resourceIdentifier4
subjectTerm,
subjectTermType,
subjectSource
username
unique within an
institution.
Subject terms must be
unique.
User names must be
unique.
288
Appendix: Lookup Lists
Three basic types of lookup lists are supported in the AT:
1. Lookup lists in which all values can be modified. Lists of this type will ship with selected
values. However, all values can be deleted and replaced without impacting operation of the
application
2. Lookup lists in which all values cannot be modified. Lists of this type will ship with the
required values. Modification will be prohibited as values are necessary for correct
operation of the application
3. Lookup lists comprised of both required and modifiable values. Lists of this sort will ship
with all required values and selected modifiable values. Modification of the required values
will not be permitted. Attempts to modify them will prompt an error message / explanation.
Name of
Lookup
List
Acquisition
type
Calendar
Container
types
Description
rules
Type of
Lookup
List
1 - All
values
can be
modified
1 - All
values
can be
modified
1 - All
values
can be
modified
1 - All
values
Used in AT Record Types
Used in AT Fields
Values
Accessions
acquisitionType
• Deposit
• Gift
• Purchase
• Transfer
• gregorian
ArchDescriptionAnalogInstances
ArchDescriptionAnalogInstances
ArchDescriptionAnalogInstances
container1Type
container2Type
container3Type
Resources
descriptionRules
• Bin
• Box
• Box-folder
• Carton
• Cassette
• Disk
• Drawer
• Folder
• Frame
• Map-case
• Object
• Oversize
• Page
• Reel
• Reel-Frame
• Volume
• Anglo-American
Cataloguing Rules
can be
modified
Era
Extent type
File use
attributes
1 - All
values
can be
modified
1 - All
values
can be
modified
1 - All
values
can be
modified
(aacr)
• Cataloging Cultural
Objects (cco)
• Describing
Archives: A Content
Standard (dacs)
• Rules for Archival
Description (rad)
• ce
Accessions
Resources
ResourcesComponents
Deaccessions
FileVersions
extentType
extentType
extentType
extentType
useStatement
• Cubic feet
• Linear feet
• Audio-Clip
• Audio-Master
• Audio-MasterEdited
• Audio-Service
• Audio-Streaming
• Image-Master
• Image-MasterEdited
• Image-Service
• Image-ServiceEdited
• Image-Thumbnail
• Text-Codebook
[human readable
interpretation of a
data file]
• Text-Data
• Text-Data
Definition [or Syntax,
machine readable
interpretation of a
data file]
• Text-Georeference
• Text-OCR-Edited
• Text-OCR-Unedited
• Text-TEITranscripted
• Text-TEI-Translated
• Video-Clip
• Video-Master
• Video-Master290
Lookup Lists
Finding aid
status
Name
description
type
Name link
form
1 - All
values
can be
modified
1 - All
values
can be
modified
1 - All
values
can be
modified
Resources
findingAidStatus
Names
descriptionType
ArchDescriptionNames
form
Edited
• Video-Service
• Video-Streaming
• Completed
• In_process
• Under_revision
• Unprocessed
• Administrative
History
• Biography
• Administration
• Archives
• Correspondence
• Diaries
• History
• History-Sources
• Pictorial works
• Trials, litigation,
etc.
• Local Sources
(local)
• Naco Authority File
(naf)
• NAD/ARK II
Authority Database
(nad)
• Union List of Artist
Names (ulan)
• Anglo-American
Cataloguing Rules
(aacr)
• Describing
Archives: A Content
Standard (dacs)
• Local (local)
• High
• Low
• Medium
Name
source
1 - All
values
can be
modified
Names
nameSource
Name rules
1 - All
values
can be
modified
Names
nameRule
Processing
priorities
1 - All
values
can be
modified
1 - All
values
can be
modified
1 - All
values
can be
modified
Accessions
processingPriority
Accessions
processingStatus
• In Progress
• New
• Processed
RepositoryNotes
label
• Access Policy
• Collection Policy
• Hours of Operation
• Repository
Processing
statuses
Repository
Note Types
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Resource
type
Subject
term
source
Actuate
Digital
object
types
1 - All
values
can be
modified
1 - All
values
can be
modified
2 - All
values
cannot
be
modified
2 - All
values
cannot
be
modified
Accessions
resourceType
Subjects
subjectSource
ExternalReference
FileVersions
DigitalObjects
actuate
eadDaoAcutate
eadDaoAcutate
DigitalObjects
objectType
Description
• Repository History
• Collection
• Papers
• Records
• Art & Architecture
Thesaurus (aat)
• Dictionary of
Occupational Titles
(dot)
• Genre Terms: A
Thesaurus for Use in
Rare Book and
Special Collections
Cataloging (rbgenr)
• GeoRef Thesaurus
(georeft)
• Getty Thesaurus of
Geographic Names
(tgn)
• Library of Congress
Subject Headings
(lcsh)
• Local (local)
• Medical Subject
Headings (mesh)
• Thesaurus for
Graphic Materials
(gmgpc)
• actuatenone
• actuateother
• onLoad
• onRequest
• cartographic
• mixed materials
• moving image
• multimedia
• notated music
• software,
multimedia
• sound recording
• sound recordingmusical
• sound recordingnonmusical
• still image
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Lookup Lists
Index
value types
2 - All
values
cannot
be
modified
IndexItems
itemType
Language
codes
2 - All
values
cannot
be
modified
Resources
ResourcesComponents
DigitalObjects
Repositories
languageCode
languageCode
languageCode
descriptiveLanguage
• text
• three dimensional
object
• Corporate Name
• Genre Form
• Name
• Occupation
• Personal Name
• Subject
• Abkhaz; abk
• Achinese; ace
• Acoli; ach
• Adangme; ada
• Adygei; ady
• Afar; aar
• Afrihili; afh
• Afrikaans; afr
• Afroasiatic (Other);
afa
• Akan; aka
• Akkadian; akk
• Albanian; alb
• Aleut; ale
• Algonquian (Other);
alg
• Altaic (Other); tut
• Amharic; amh
• Apache languages;
apa
• Arabic; ara
• Aragonese Spanish;
arg
• Aramaic; arc
• Arapaho; arp
• Arawak; arw
• Armenian; arm
• Artificial (Other);
art
• Assamese; asm
• Athapascan
languages; ath
• Australian
languages; aus
• Austronesian
(Other); map
• Avaric; ava
• Avestan; ave
• Awadhi; awa
293
• Aymara; aym
• Azerbaijani; aze
• Bable; ast
• Balinese; ban
• Baltic (Other); bat
• Baluchi; bal
• Bambara; bam
• Bamileke
languages; bai
• Banda; bad
• Bantu (Other); bnt
• Basa; bas
• Bashkir; bak
• Basque; baq
• Batak; btk
• Beja; bej
• Belarusian; bel
• Bemba; bem
• Bengali; ben
• Berber (Other); ber
• Bhojpuri; bho
• Bihari; bih
• Bikol; bik
• Bislama; bis
• Bosnian; bos
• Braj; bra
• Breton; bre
• Bugis; bug
• Bulgarian; bul
• Buriat; bua
• Burmese; bur
• Caddo; cad
• Carib; car
• Catalan; cat
• Caucasian (Other);
cau
• Cebuano; ceb
• Celtic (Other); cel
• Central American
Indian (Other); cai
• Chagatai; chg
• Chamic languages;
cmc
• Chamorro; cha
• Chechen; che
• Cherokee; chr
• Cheyenne; chy
• Chibcha; chb
294
Lookup Lists
• Chinese; chi
• Chinook jargon; chn
• Chipewyan; chp
• Choctaw; cho
• Church Slavic; chu
• Chuvash; chv
• Coptic; cop
• Cornish; cor
• Corsican; cos
• Cree; cre
• Creek; mus
• Creoles and
pidgins(Other); crp
• Creoles and pidgins,
English-based
(Other); cpe
• Creoles and pidgins,
French-based (Other);
cpf
• Creoles and pidgins,
Portuguese-based
(Other); cpp
• Crimean Tatar; crh
• Croatian; scr
• Cushitic (Other);
cus
• Czech; cze
• Dakota; dak
• Danish; dan
• Dargwa; dar
• Dayak; day
• Delaware; del
• Dinka; din
• Divehi; div
• Dogri; doi
• Dogrib; dgr
• Dravidian (Other);
dra
• Duala; dua
• Dutch; dut
• Dutch, Middle (ca.
1050-1350); dum
• Dyula; dyu
• Dzongkha; dzo
• Edo; bin
• Efik; efi
• Egyptian (Ancient);
egy
295
• Ekajuk; eka
• Elamite; elx
• English; eng
• English, Middle
(1100-1500); enm
• English, Old
(ca.450-1100); ang
• Esperanto; epo
• Estonian; est
• Ethiopic; gez
• Ewe; ewe
• Ewondo; ewo
• Fang; fan
• Fanti; fat
• Faroese; fao
• Fijian; fij
• Finnish; fin
• Finno-Ugrian
(Other); fiu
• Fon; fon
• French; fre
• French, Middle
(ca.1400-1600); frm
• French, Old (842ca.1400); fro
• Frisian; fry
• Friulian; fur
• Fula; ful
• Galician; glg
• Ganda; lug
• Gayo; gay
• Gbaya; gba
• Georgian; geo
• German; ger
• German, Middle
High (ca.1050-1500);
gmh
• German, Old High
(ca.750-1050); goh
• Germanic (Other);
gem
• Gilbertese; gil
• Gondi; gon
• Gorontalo; gor
• Gothic; got
• Grebo; grb
• Greek, Ancient (to
1453); grc
296
Lookup Lists
• Greek, Modern
(1453-); gre
• Guarani; grn
• Gujarati; guj
• Gwich’in; gwi
• Gã; gaa
• Haida; hai
• Haitian French
Creole; hat
• Hausa; hau
• Hawaiian; haw
• Hebrew; heb
• Herero; her
• Hiligaynon; hil
• Himachali; him
• Hindi; hin
• Hiri Motu; hmo
• Hittite; hit
• Hmong; hmn
• Hungarian; hun
• Hupa; hup
• Iban; iba
• Icelandic; ice
• Ido; ido
• Igbo; ibo
• Ijo; ijo
• Iloko; ilo
• Inari Sami; smn
• Indic (Other); inc
• Indo-European
(Other); ine
• Indonesian; ind
• Ingush; inh
• Interlingua
(International
Auxiliary Language
Association); ina
• Interlingue; ile
• Inuktitut; iku
• Inupiaq; ipk
• Iranian (Other); ira
• Irish; gle
• Irish, Middle
(ca.1110-1550) ; mga
• Irish, Old (to 1100);
sga
• Iroquoian (Other);
iro
297
• Italian; ita
• Japanese; jpn
• Javanese; jav
• Judeo-Arabic; jrb
• Judeo-Persian; jpr
• Kabardian; kbd
• Kabyle; kab
• Kachin; kac
• Kalmyk; xal
• Kalâtdlisut; kal
• Kamba; kam
• Kannada; kan
• Kanuri; kau
• Kara-Kalpak; kaa
• Karen; kar
• Kashmiri; kas
• Kawi; kaw
• Kazakh; kaz
• Khasi; kha
• Khmer; khm
• Khoisan (Other);
khi
• Khotanese; kho
• Kikuyu; kik
• Kimbundu; kmb
• Kinyarwanda; kin
• Komi; kom
• Kongo; kon
• Konkani; kok
• Korean; kor
• Kpelle; kpe
• Kru (Other); kro
• Kuanyama; kua
• Kumyk; kum
• Kurdish; kur
• Kurukh; kru
• Kusaie; kos
• Kutenai; kut
• Kyrgyz; kir
• Ladino; lad
• Lahnda; lah
• Lamba; lam
• Lao; lao
• Latin; lat
• Latvian; lav
• Letzeburgesch; ltz
• Lezgian; lez
• Limburgish; lim
298
Lookup Lists
• Lingala; lin
• Lithuanian; lit
• Low German; nds
• Lozi; loz
• Luba-Katanga; lub
• Luba-Lulua; lua
• Luiseño; lui
• Lule Sami; smj
• Lunda; lun
• Luo (Kenya and
Tanzania); luo
• Lushai; lus
• Macedonian; mac
• Madurese; mad
• Magahi; mag
• Maithili; mai
• Makasar; mak
• Malagasy; mlg
• Malay; may
• Malayalam; mal
• Maltese; mlt
• Manchu; mnc
• Mandar; mdr
• Mandingo; man
• Manipuri; mni
• Manobo languages;
mno
• Manx; glv
• Maori; mao
• Mapuche; arn
• Marathi; mar
• Mari; chm
• Marshallese; mah
• Marwari; mwr
• Masai; mas
• Mayan languages;
myn
• Mende; men
• Micmac; mic
• Minangkabau; min
• Miscellaneous
languages; mis
• Mohawk; moh
• Moldavian; mol
• Mon-Khmer
(Other); mkh
• Mongo-Nkundu; lol
• Mongolian; mon
299
• Mooré; mos
• Multiple languages;
mul
• Munda (Other);
mun
• Nahuatl; nah
• Nauru; nau
• Navajo; nav
• Ndebele (South
Africa); nbl
• Ndebele
(Zimbabwe); nde
• Ndonga; ndo
• Neapolitan Italian;
nap
• Nepali; nep
• Newari; new
• Nias; nia
• Niger-Kordofanian
(Other); nic
• Nilo-Saharan
(Other); ssa
• Niuean; niu
• No linguistic
content;
No_linguistic_content
• Nogai; nog
• North American
Indian (Other); nai
• Northern Sami; sme
• Northern Sotho; nso
• Norwegian; nor
• Norwegian Bokmål;
nob
• Norwegian
Nynorsk; nno
• Nubian languages;
nub
• Nyamwezi; nym
• Nyanja; nya
• Nyankole; nyn
• Nyoro; nyo
• Nzima; nzi
• Occitan (post 1500);
oci
• Ojibwa; oji
• Old Norse; non
• Old Persian (ca.600300
Lookup Lists
400 B.C.); peo
• Oriya; ori
• Oromo; orm
• Osage; osa
• Ossetic; oss
• Otomian languages;
oto
• Pahlavi; pal
• Palauan; pau
• Pali; pli
• Pampanga; pam
• Pangasinan; pag
• Panjabi; pan
• Papiamento; pap
• Papuan (Other); paa
• Persian; per
• Philippine (Other);
phi
• Phoenician; phn
• Polish; pol
• Ponape; pon
• Portuguese; por
• Prakrit languages;
pra
• Provençal (to 1500);
pro
• Pushto; pus
• Quechua; que
• Raeto-Romance;
roh
• Rajasthani; raj
• Rapanui; rap
• Rarotongan; rar
• Reserved for local
user; qaa-qtz
• Romance (Other);
roa
• Romani; rom
• Romanian; rum
• Rundi; run
• Russian; rus
• Salishan languages;
sal
• Samaritan Aramaic;
sam
• Sami; smi
• Samoan; smo
• Sandawe; sad
301
• Sango (Ubangi
Creole); sag
• Sanskrit; san
• Santali; sat
• Sardinian; srd
• Sasak; sas
• Scots; sco
• Scottish Gaelic; gla
• Selkup; sel
• Semitic (Other);
sem
• Serbian; scc
• Serer; srr
• Shan; shn
• Shona; sna
• Sichuan Yi; iii
• Sidamo; sid
• Sign languages; sgn
• Siksika; bla
• Sindhi; snd
• Sinhalese; sin
• Sino-Tibetan
(Other); sit
• Siouan (Other); sio
• Skolt Sami; sms
• Slave; den
• Slavic (Other); sla
• Slovak; slo
• Slovenian; slv
• Sogdian; sog
• Somali; som
• Songhai; son
• Soninke; snk
• Sorbian languages;
wen
• Sotho; sot
• South American
Indian (Other); sai
• Southern Sami; sma
• Spanish; spa
• Sukuma; suk
• Sumerian; sux
• Sundanese; sun
• Susu; sus
• Swahili; swa
• Swazi; ssw
• Swedish; swe
• Syriac; syr
302
Lookup Lists
• Tagalog; tgl
• Tahitian; tah
• Tai (Other); tai
• Tajik; tgk
• Tamashek; tmh
• Tamil; tam
• Tatar; tat
• Telugu; tel
• Temne; tem
• Terena; ter
• Tetum; tet
• Thai; tha
• Tibetan; tib
• Tigrinya; tir
• Tigré; tig
• Tiv; tiv
• Tlingit; tli
• Tok Pisin; tpi
• Tokelauan; tkl
• Tonga (Nyasa); tog
• Tonga; ton
• Truk; chk
• Tsimshian; tsi
• Tsonga; tso
• Tswana; tsn
• Tumbuka; tum
• Tupi languages; tup
• Turkish; tur
• Turkish, Ottoman;
ota
• Turkmen; tuk
• Tuvaluan; tvl
• Tuvinian; tyv
• Twi; twi
• Udmurt; udm
• Ugaritic; uga
• Uighur; uig
• Ukrainian; ukr
• Umbundu; umb
• Undetermined; und
• Urdu; urd
• Uzbek; uzb
• Vai; vai
• Venda; ven
• Vietnamese; vie
• Volapük; vol
• Votic; vot
• Wakashan
303
List
numeration
types
Name link
creator /
subject role
2 - All
values
cannot
be
modified
2 - All
values
cannot
be
modified
ListOrdered
numeration
languages; wak
• Walamo; wal
• Walloon; wln
• Waray; war
• Washo; was
• Welsh; wel
• Wolof; wol
• Xhosa; xho
• Yakut; sah
• Yao (Africa); yao
• Yapese; yap
• Yiddish; yid
• Yoruba; yor
• Yupik languages;
ypk
• Zande; znd
• Zapotec; zap
• Zenaga; zen
• Zhuang; zha
• Zulu; zul
• Zuni; zun
• arabic
• loweralpha
• lowerroman
• upperalpha
• upperroman
• Actor (act)
• Adapter (adp)
• Animator (anm)
• Annotator (ann)
• Applicant (app)
• Architect (arc)
• Arranger (arr)
• Artist (art)
• Assignee (asg)
• Associated name
(asn)
• Attributed name
(att)
• Author (aut)
• Author in quotations
or text extracts (aqt)
• Author of
afterword, colophon,
etc. (aft)
• Author of dialog
(aud)
• Author of
304
Lookup Lists
screenplay, etc. (aus)
• Bibliographic
antecedent (aut)
• Binder (bud)
• Binding designer
(bdd)
• Book designer (bkd)
• Book produce (bkp)
• Bookjacket designer
(bjd)
• Bookplate designer
(bpd)
• Calligrapher (cll)
• Cartographer (ctg)
• Censor (cns)
• Choreographer (chr)
• Cinematographer
(cng)
• Client (cli)
• Collaborator (clb)
• Collotyper (clt)
• Commentator
(cmm)
• Commentator for
written text (cwt)
• Compiler (com)
• Complainant (cpl)
• Complainantappellant (cpt)
• Complainantappellee (cpe)
• Composer (cmp)
• Compositor (cmt)
• Conceptor (ccp)
• Conductor (cnd)
• Consultant (csl)
• Consultant to a
project (csp)
• Contestant (cos)
• Contestant-appellant
(cot)
• Contestant-appellee
(coe)
• Contestee (cts)
• Contestee-appellant
(ctt)
• Contestee-appellee
(cte)
305
• Contractor (ctr)
• Contributor (ctb)
• Copyright claimant
(cpc)
• Copyright holder
(cph)
• Corrector (crr)
• Correspondent (crp)
• Costume designer
(cst)
• Cover designer
(cov)
• Curator of an
exhibition (cur)
• Dancer (dnc)
• Dedicatee (dte)
• Dedicator (dto)
• Defendant (dfd)
• Defendant-appellant
(dft)
• Defendant-appellee
(dfe)
• Degree grantor
(dgg)
• Delineator (dln)
• Depicted (dpc)
• Depositor (dpt)
• Designer (dsr)
• Director (drt)
• Dissertant (dis)
• Distributor (dst)
• Draftsman (drm)
• Dubious author
(dub)
• Editor (edt)
• Electrotyper (elt)
• Engineer (eng)
• Engraver (egr)
• Etcher (etr)
• Expert (exp)
• Facsimulist (fac)
• Film editor (flm)
• First party (fpy)
• Forger (frg)
• Honoree (hur)
• Host (hst)
• Illuminator (ilu)
• Illustrator (ill)
306
Lookup Lists
• Inscriber (ins)
• Instrumentalist (itr)
• Interviewee (ive)
• Interviewer (ivr)
• Inventor (inv)
• Landscape architect
(lsa)
• Lender (len)
• Libelant (lil)
• Libelant-appellant
(lit)
• Libelant-appellee
(lie)
• Libelee (lel)
• Libelee-appellant
(let)
• Libelee-appellee
(lee)
• Librettist (lbt)
• Licensee (lse)
• Licensor (lso)
• Lighting designer
(lgd)
• Lithographer (ltg)
• Lyricist (lyr)
• Manufacturer (mfr)
• Markup editor (mrk)
• Metadata contact
(mdc)
• Metal-engraver
(mte)
• Moderator (mod)
• Musician (mus)
• Narrator (nrt)
• Opponent (opn)
• Organizer of
meeting (orm)
• Originator (org)
• Other (oth)
• Papermaker (ppm)
• Patent applicant
(pta)
• Patent holder (pth)
• Patron (pat)
• Performer (prf)
• Photographer (pht)
• Plaintiff (ptf)
• Plaintiff-appellant
307
(ptt)
• Plaintiff-appellee
(pte)
• Platemaker (plt)
• Printer (prt)
• Printer of plates
(pop)
• Printmaker (prm)
• Process contact
(prc)
• Producer (pro)
• Production
personnel (prd)
• Programmer (prd)
• Proofreader (pfr)
• Publisher (pbl)
• Publishing director
(pbd)
• Puppeteer (ppt)
• Recipient (rcp)
• Recording engineer
(rce)
• Redactor (red)
• Renderer (ren)
• Reporter (rpt)
• Research team head
(rtm)
• Researcher (res)
• Respondent (rsp)
• Respondentappellant (rst)
• Respondentappellee (rse)
• Responsible party
(rpy)
• Restager (rsg)
• Reviewer (rev)
• Rubicator (rbr)
• Scenarist (sce)
• Scientific advisor
(sad)
• Scribe (scr)
• Sculptor (scl)
• Second party (fpy)
• Secretary (sec)
• Set designer (std)
• Signer (sgn)
• Singer (sng)
308
Lookup Lists
Name
function
link
Name link
source role
Name type
Render
2 - All
values
cannot
be
modified
2 - All
values
cannot
be
modified
ArchDescriptionNames
2 - All
values
cannot
be
modified
2 - All
values
cannot
be
modified
Names
NonPreferredNames
function
nameType
nameType
• Speaker (spk)
• Sponsor (spn)
• Standards body (stn)
• Stereotyper (str)
• Storyteller (stl)
• Surveyor (srv)
• Teacher (tch)
• Thesis advisor (ths)
• Transcriber (trc)
• Translator (trl)
• Type designer (tyd)
• Typographer (tyg)
• Videographer (vdg)
• Vocalist (voc)
• Witness (wit)
• Woodcutter (wdc)
• Wook-engraver
(wde)
• Writer of
accompanying
material (wam)
• Creator
• Source
• Subject
• Auctioneer (auc)
• Bookseller (bsl)
• Collector (col)
• Depositor (dpt)
• Donor (dnr)
• Former owner (fmo)
• Funder (fnd)
• Owner (own)
• Corporate body
• Family
• Person
• altrender
• bold
• bolddoublequote
• bolditalic
• boldsinglequote
• boldsmcaps
• boldunderline
• doublequote
• italic
309
Resource
levels
2 - All
values
cannot
be
modified
Resources
level
Resource
component
levels
2 - All
values
cannot
be
modified
ResourcesComponents
level
Show
2 - All
values
cannot
be
modified
2 - All
values
cannot
be
modified
ExternalReference
FileVersions
DigitalObjects
show
eadDaoShow
eadDaoShow
Subjects
subjectTermType
ArchDescriptionInstances
instanceType
Subject
term type
Instance
types
3 - Some
values
can be
modified
• nonproport
• singlequote
• smcaps
• sub
• super
• underline
• class
• collection
• file
• fonds
• item
• otherlevel
• recordgrp
• series
• subfonds
• subgroup
• subseries
• class
• collection
• file
• fonds
• item
• otherlevel
• recordgrp
• series
• subfonds
• subgroup
• subseries
• embed
• new
• replace
• shownone
• showother
• Function (657)
• Genre / Form (655)
• Geographic Name
(651)
• Occupation (656)
• Topical Term (650)
• Uniform Title (630)
• Audio
• Books
• Computer disks /
tapes
• Digital object
• Graphic materials
• Maps
• Microform
310
Lookup Lists
• Mixed materials
• Moving Images
• Realia
• Text
311
Appendix: Search Editor Defaults
The following table lists the default fields that appear in the Search Editor for each functional area and
the order in which those fields appear. In addition, all four functional areas can be searched by the
Created, Created By, Last Updated, and Last Updated By fields. These are the settings in place
when the Toolkit is initially installed. They may be modified using the Configure Application menu.
List Screen
Table
Accessions
Accessions
Names
Names
Resources
Resources
Subjects
Subjects
Field Label
Accession Date
Accession Number
Container Summary
Repository
Resource Type
Title
Name Rules
Name Source
Sort Name
Container Summary
Repository
Resource Identifier
Resource Title
Subject Scope Note
Subject Term
Subject Term Source
Subject Term Type
Appendix: List Screen Defaults
The following table lists the default fields that appear in the list screens for each functional area, and the
order, left to right, in which those fields appear. These are the settings in place when the Toolkit is
initially installed. They may be modified using the Configure Application menu or by dragging and
dropping a column to a new position.
Location
Order Table
Accession List
1
2
3
4
Field Label
Accession Functional Area
Accessions
Accession Number
Accessions
Title
Accessions
Extent Number
Accessions
Extent Measurement
Accession Record
1
2
AccessionsResources
AccessionsResources
Resource Identifier
Resource Title
Accession Record
1
2
3
Deaccessions
Deaccessions
Deaccessions
Deaccession Date
Extent
Extent Measurement
Accession Record
1
2
AccessionsLocations
AccessionsLocations
Location
Note
Accession Record
1
2
3
4
ArchDescriptionRepeatingData
ArchDescriptionRepeatingData
ArchDescriptionRepeatingData
ArchDescriptionRepeatingData
HREF
Type
Title
Content
Accession Record
1
2
3
ArchDescriptionNames
ArchDescriptionNames
ArchDescriptionNames
Name
Name Link Function
Name Link Creator / Subject Role
Accession Record
1
Subjects
Subject
Names Functional Area
Name List
1
2
3
4
Names
Names
Names
Names
Sort Name
Name Type
Source
Rules
Names Record
1
2
NonPreferredNames
NonPreferredNames
Sort Name
Name Type
Names Record
1
2
3
4
Accessions
Accessions
Accessions
Accessions
Accession Number
Title
Extent Number
Extent Measurement
Names Record
1
2
3
4
5
Resources
Resources
Resources
Resources
Resources
Resource Title
Extent Number
Resource Id
Extent Measurement
Resource Identifier
Names Record
1
2
NameContactNotes
NameContactNotes
Label
Note
Resource List
1
2
3
4
5
Resource Functional Area
Resources
Resource Title
Resources
Extent Number
Resources
Resource Id
Resources
Extent Measurement
Resources
Resource Identifier
Resource Record
1
2
Accessions
Accessions
Accession Number
Accession Title
Resource Record
1
2
ArchDescriptionAnalogInstances
ArchDescriptionAnalogInstances
or DigitalObjects
Instance Type
Instance Label
Resource Record
1
2
3
ArchDescriptionNames
ArchDescriptionNames
ArchDescriptionNames
Name
Name Link Function
Name Link Creator / Subject Role
Resource Record
1
Subjects
Subject
Resource Record
1
2
3
ArchDescriptionRepeatingData
ArchDescriptionRepeatingData
ArchDescriptionRepeatingData
Type
Title
Content
Resource Record
1
2
3
Deaccessions
Deaccessions
Deaccessions
Deaccession Date
Extent
Extent Measurement
Digital Object
1
FileVersions
Use Statement
316
List Screen Defaults
Record
2
FileVersions
URI
1
ArchDescriptionNames
Name
2
3
ArchDescriptionNames
ArchDescriptionNames
Name Link Function
Name Link Creator / Subject Role
Digital Object
Record
1
Subjects
Subject
Digital Object
Record
1
ArchDescriptionRepeatingData
Type
2
3
ArchDescriptionRepeatingData
ArchDescriptionRepeatingData
Title
Content
Bibliography Note
1
BibItems
Item Value
Index Note
1
2
3
4
IndexItems
IndexItems
IndexItems
IndexItems
Item Value
Item Type
Reference
Reference Text
List Definition Note 1
2
ListDefinitionItems
ListDefinitionItems
Label
Item Value
List Ordered Note
1
ListOrderedItems
Item Value
Chronology List
Note
1
ChronologyItems
Event Date
2
ChronologyItems
Event Description
1
Events
Event Description
Digital Object
Record
Chronology Item
Event List
Subject Functional Area
Subject List
1
2
3
Subjects
Subjects
Subjects
Subject Term
Type
Source
Subject Record
1
2
3
4
Accessions
Accessions
Accessions
Accessions
Accession Number
Title
Extent Number
Extent Measurement
317
Subject Record
1
2
3
4
5
Resources
Resources
Resources
Resources
Resources
Resource Title
Extent Number
Resource Id
Extent Measurement
Resource Identifier
User List
1
2
3
4
5
Users
Users
Users
Users
Users
Username
Full Name
Title
Department
Repository
Repository List
1
Repositories
Repository
Repository Record
1
RepositoryStatistics
Year Of Report
Repository Record
1
2
3
DefaultValues
DefaultValues
DefaultValues
AT Field
Table Name
Value as String
Repository Record
1
2
3
RepositoryNotesDefaultValues
RepositoryNotesDefaultValues
RepositoryNotesDefaultValues
Note Type
Default Title
Default Content
Repository Record
1
2
RepositoryNotes
RepositoryNotes
Label
Note Text
Lookup Lists
1
LookupList
List Name
Lookup Lists
1
2
LookupListItems
LookupListItems
List Item
Code
Locations List
1
2
3
4
Locations
Locations
Locations
Locations
Building
Floor
Room
Coordinates
Notes Etc.
1
2
NotesEtcTypes
NotesEtcTypes
Notes Etc. Name
Label
Configure
Application
1
DatabaseTables
Table Name
Setup Area
318
List Screen Defaults
Database Tables
1
2
3
4
DatabaseFields
DatabaseFields
DatabaseFields
DatabaseFields
Field Name
Field Label
Data Type
Return Screen Order
319
Appendix: Fields Supporting Default Values
A default value is data that can be pre-recorded and then will automatically be entered into a field
whenever a user creates a new record containing that field. For example, if you enter Mixed
materials as a default value for the Instance Type field that phrase automatically appears in the
Instance Type field whenever a new instance record is created for your repository. The default value
can be edited in any given record, if necessary. The default value can also be modified at any given
time. Changes to the default will not affect records retrospectively, but only records yet to be created.
The default value feature is available for selected fields only. The following table includes the Table,
Field Label, and Field Name for fields that can have a default value. This information is necessary for
navigating and using the Default Values tab in the repository record, where default values are
established and stored.
Table
Accessions
Field Label
Access Restrictions
Access Restrictions Note
Accession Number
Acknowledgement Sent
Acquisition Type
Agreement Received
Agreement Sent
Cataloged
Cataloged Date
Cataloged Note
Condition
Container Summary
Description
Disposition Note
Extent Measurement
General Accession Note
Inventory
Processed
Processed Date
Processing Plan
Field Name
accessRestrictions
accessRestrictionsNote
accessionNumber1
acknowledgementSent
acquisitionType
agreementReceived
agreementSent
cataloged
catalogedDate
catalogedNote
conditionNote
containerSummary
description
accessionDispositionNote
extentType
generalAccessionNote
inventory
accessionProcessed
accessionProcessedDate
processingPlan
Processing Priority
Processing Started Date
Processing Status
Processors
Resource Type
processingPriority
processingStartedDate
processingStatus
processors
resourceType
Restrictions Apply
Retention Rule
Rights Transferred
Rights Transferred Date
Rights Transferred Note
Title
Use Restrictions
Use Restrictions Note
User Defined Boolean 1
User Defined Boolean 2
User Defined Date 1
User Defined Date 2
User Defined Integer 1
User Defined Integer 2
User Defined Real 1
User Defined Real 2
User Defined String 1
User Defined String 2
User Defined String 3
User Defined Text 1
User Defined Text 2
User Defined Text 3
User Defined Text 4
ArchDescriptionAnalogInstances Container 1 Alphanumeric Indicator
Container 1 Numeric Indicator
Container 1 Type
Container 2 Alphanumeric Indicator
Container 2 Numeric Indicator
Container 2 Type
Container 3 Alphanumeric Indicator
Container 3 Numeric Indicator
Container 3 Type
Instance Label
ArchDescriptionNames
Name Link Form
Name Link Function
Name Link Creator / Subject Role
Bibliography
Note
Title
ChronologyList
Note
restrictionsApply
retentionRule
rightsTransferred
rightsTransferredDate
rightsTransferredNote
title
useRestrictions
useRestrictionsNote
userDefinedBoolean1
userDefinedBoolean2
userDefinedDate1
userDefinedDate2
userDefinedInteger1
userDefinedInteger2
userDefinedReal1
userDefinedReal2
userDefinedString1
userDefinedString2
userDefinedString3
userDefinedText1
userDefinedText2
userDefinedText3
userDefinedText4
container1AlphaNumericIndicator
container1NumericIndicator
container1Type
container2AlphaNumericIndicator
container2NumericIndicator
container2Type
container3AlphaNumericIndicator
container3NumericIndicator
container3Type
instanceLabel
form
nameLinkFunction
role
note
title
note
322
Fields Supporting Default Values
Deaccessions
Digital Objects
FileVersions
Index
ListDefinition
ListOrdered
Locations
Title
Description
Disposition
Extent
Extent Measurement
Notification
Reason
Ead Dao Actuate
Ead Dao Show
Label
Language Code
Object Type
Restrictions Apply
Title
Ead Dao Actuate
Ead Dao Show
Use Statement
Note
Title
Note
Title
Note
Numeration
Title
Area
Building
Classification Number
Coordinate 1
Coordinate 1 Alphanumeric
Indicator
Coordinate 1 Label
Coordinate 1 Numeric Indicator
Coordinate 2
Coordinate 2 Alphanumeric
Indicator
Coordinate 2 Label
Coordinate 2 Numeric Indicator
Coordinate 3
Coordinate 3 Alphanumeric
Indicator
title
description
disposition
extent
extentType
notification
reason
eadDaoActuate
eadDaoShow
label
languageCode
objectType
restrictionsApply
title
eadDaoActuate
eadDaoShow
useStatement
note
title
note
title
note
numeration
title
area
building
classificationNumber
coordinate1
coordinate1AlphaNumIndicator
coordinate1Label
coordinate1NumericIndicator
coordinate2
coordinate2AlphaNumIndicator
coordinate2Label
coordinate2NumericIndicator
coordinate3
coordinate3AlphaNumIndicator
323
LookupListsItems
NameContactNotes
Names
RepositoryNotes
RepositoryStatistics
Coordinate 3 Label
Coordinate 3 Numeric Indicator
Coordinates
Floor
Room
Code
Editable
List Item
Label
Description Type
Rules
Source
Label
Administration
Administration Offices
Classrooms
Collections Storage
Digitization
Exhibit Loans
Food Beverage
Historical
Institutional
Major Subject Areas
Manuscript
Net Usable Area
Non Professional FTE
Other
Percentage Off Site
Personal Papers
Photographic Reproduction
Preservation
Processing
Professional FTE
Reading Room
Repository Statistics Id
Retail Gift Sales
Student FTE
Volunteer FTE
Year Of Report
coordinate3Label
coordinate3NumericIndicator
coordinates
floor
room
code
editable
listItem
label
descriptionType
nameRule
nameSource
label
functDistAdmin
administrationOffices
classrooms
collectionsStorage
digitization
exhibitLoans
foodBeverage
collFociHistorical
collFociInstitutional
majorSubjectAreas
collFociManuscript
netUsableArea
nonProfessionalFTE
collFociOther
percentageOffSite
collFociPersonalPapers
photographicReproduction
functDistPreservation
functDistProcessing
professionalFTE
readingRoom
repositoryStatisticsId
retailGiftSales
studentFTE
volunteerFTE
yearOfReport
324
Fields Supporting Default Values
Resources
ResourcesComponents
Subjects
Users
Author
Container Summary
Description Rules
Ead FA Location
Edition Statement
Extent Measurement
Finding Aid Note
Finding Aid Status
Internal Only
Language
Language of Finding Aid
Level Label
Other Level
Resource Identifier
Restrictions Apply
Revision Description
Series
Sponsor Note
Title
Container Summary
Extent Measurement
Internal Only
Language
Level
Other Level
Restrictions Apply
Title
Source
Department
author
containerSummary
descriptionRules
eadFaLocation
editionStatement
extentType
findingAidNote
findingAidStatus
internalOnly
languageCode
languageOfFindingAid
level
otherLevel
resourceIdentifier1
restrictionsApply
revisionDescription
series
sponsorNote
title
containerSummary
extentType
internalOnly
languageCode
level
otherLevel
restrictionsApply
title
subjectSource
department
325
Appendix: Preparing Tab-delimited
Accession Files
Importing tab-delimited accessions data
The Toolkit will not import accession information straight from a database, such as Access or
Filemaker Pro. To transfer accessions data to the Toolkit, a tab-delimited file must be exported from
the database containing the information. This tab-delimited file can then be imported into the Toolkit.
Before importing data into the Toolkit, the data must be mapped to the fields in the Toolkit. Some
mapping tips are listed below.
Basic steps for importing tab-delimited accessions data:
1. Map the fields in the accessions database (or spreadsheet if that is where the data is stored)
to the corresponding AT fields listed in the table below. If some data fields do not match AT
fields, you may want to consider implementing a user-defined field. See Chapter 15 for more
information on user-defined fields.
2. Format your data to meet the constraints listed below. This step may also be done after
Step 3. The decision of when to adjust the data should be done after an evaluation of the
requirements for data import (listed throughout the rest of this chapter) and a comparison of
those requirements to how the data is currently stored in the database (or spreadsheet). In some
instances, it may be more efficient to adjust the data while it is still in database form. In others,
it may be quicker after the database has been exported to a tab-delimited file.
3. Export a tab-delimited, unformatted text document out of the accessions database (or
spreadsheet).
4.
If not done in Step 2, format the data according to the constaints listed below.
5.
Import the tab-limited file according to the instructions listed in Chapter 6.
Constraints on legacy accessions data
There are constraints on the format of tab-delimited data to be imported that may require cleanup of
your legacy data prior to import. Not satisfying these constraints will cause the accession import
process to fail.
Formatting the file:
1. Export a tab delimited, unformatted text document out of your database (or spreadsheet).
All tabs, line breaks, and hard returns within your data should be removed. This will help
reduce the need for data cleanup later. It is optional, but may be helpful, to map the AT
headings to your database fields, and then replace the previous headings with the AT
headings within the database prior to export. This will bypass the need to input the header
line in Step 2.
2. The first line has to be a header line that contains information about what is in the column,
generally the field name. If this was not exported into the tab-delimited file, it needs to be
created. Names of the column headers must match the Import Field/Column Label entries
listed in the table below; if your database application exported headers that match field
names in your database, these names need to be converted to the entries listed in the table
below. The column headers are case-sensitive.
The following shows a sample import file in tab-delimited format. Every space depicted
between field values (where “Linear feet” is one field value and “Fales Family Papers” is
another) is a single tab, and the first row is the field/column header. In this example, the
accessionNumber for the first entry is 1957.029 and the title is Fales Family Papers:
resourceIdentifier accessionDate accessionNumber extentNumber extentType title
MSS 029 1957-01-01 1957.029 45 Linear feet Fales Family Papers MSS 002 1964-0101 1964.002 126 Linear feet The Elizabeth Robins Papers
3. If Excel is used to create a tab-delimited file, then the last column in the file needs to
contain data for every single accession entry--none of the cells in the last column can be left
blank. This helps guarantee the information will contain the correct number of tabs and thus
be parsed correctly, otherwise the empty field may be parsed as a tab, and the data will
import incorrectly. Excel will also add double quotes around any characters that can be
interpreted as delimiters, such as commas. If these quotes are not stripped from the data,
either manually or through find-and-replace mechanisms, they will be imported into the
Toolkit.
4. Hard returns and other formatting within the cells of the table should be removed. Line
breaks or hard returns in the data may be replaced by the pipe character (|) and those pipe
characters will be converted to line breaks in the Toolkit if the target field has a free-text
data type.
5. If you have a single field in the database that needs to get mapped into more than one field
in the Toolkit, you will need to parse the data into two separate fields. For example, in
many cases accessions data will combine extent into one field, such as “11 linear feet.” The
Toolkit provides two separate fields for extent: extentNumber and extentType. Extent
number contains the numerical value of the extent (as a real number) and extent
measurement contains the extent measurement type of the accession, such as linear feet.
Other fields that may need to be parsed include name fields, etc.
6. Boolean fields (cataloged, restrictionsApply, rights) may only contain the values true or
false.
7. Integer fields (dateBegin, dateEnd) can only contain whole numbers.
8. Real number fields (extentNumber) can contain integers and decimals.
Field / Column Header Mapping
328
Preparing the Tab-delimited Accession file
The following table shows the allowed field names and the target fields for accession data to be
imported into the Toolkit. Some fields have controlled vocabularies, and those are listed in the Rule
column. The Field Length is the maximum number of characters allowable for each field. Importing
more characters than allowed will result in data truncation.
Accession Fields / Column Headers
Import Field/Column
Header
Where Stored /AT
Target
Field
Length
accessionNumber
Data
Type
text
accessionNumber1
accessionNumber1
10
string
accessionNumber2
accessionNumber2
10
string
accessionNumber3
accessionNumber3
10
string
accessionNumber4
accessionNumber4
10
string
accessionDate
accessionDate
description
description
no limit
text
accessionDispositionNote
accessionDispositionNote
no limit
text
accessRestrictions
accessRestrictions
accessRestrictionsNote
accessRestrictionsNote
useRestrictions
useRestrictions
useRestrictionsNote
Rule
parsed by delimiters into:
accessionNumber,
accessionNumber2
accessionNumber3
accessionNumber4
date
boolean
no limit
text
useRestrictionsNote
no limit
text
generalAccessionNote
generalAccessionNote
no limit
text
acknowledgementDate
acknowledgementDate
date
acknowledgementSent
acknowledgementSent
boolean
agreementReceivedDate
agreementReceivedDate
date
agreementSentDate
agreementSentDate
date
agreementSent
agreementSent
boolean
agreementReceived
agreementReceived
boolean
agreementProcessed
accessionProcessed
boolean
accessionProcessedDate
accessionProcessedDate
acquisitionType
acquisitionType
255
string
dateExpression
dateExpression
255
string
bulkDateBegin
bulkDateBegin
integer
bulkDateEnd
bulkDateEnd
Integer
dateBegin
dateBegin
Integer
dateEnd
dateEnd
Integer
boolean
date
cataloged
cataloged
boolean
catalogedDate
catalogedDate
date
catalogedNote
catalogedNote
no limit
string
conditionNote
conditionNote
no limit
extentNumber
extentNumber
extentType
extentType
string
real
number
string
containerSummary
containerSummary
255
no limit
Deposit, Gift, Purchase, Transfer
Linear Feet, Cubic Feet
string
329
inventory
inventory
no limit
processingPlan
processingPlan
no limit
processingPriority
processingPriority
255
text
text
string
processors
processors
255
string
processingStatus
processingStatus
255
string
processingStartedDate
processingStartedDate
resourceType
resourceType
date
255
string
retentionRule
retentionRule
no limit
text
title
title
no limit
text
restrictionsApply
restrictionsApply
boolean
rightsTransferred
rightsTransferred
boolean
rightsTransferredDate
rightsTransferredDate
rightsTransferrednote
rightsTransferredNote
Collection, Papers, Records
date
no limit
text
userDefinedDate1
userDefinedDate1
date
userDefinedDate2
userDefinedDate2
date
userDefinedBoolean1
userDefinedBoolean1
boolean
userDefinedBoolean2
userDefinedBoolean2
boolean
userDefinedInteger1
userDefinedInteger1
integer
userDefinedInteger2
userDefinedInteger2
userDefinedReal1
userDefinedReal1
userDefinedReal2
userDefinedReal2
integer
real
number
real
number
userDefinedString1
userDefinedString1
255
userDefinedString2
userDefinedString2
255
string
userDefinedString3
userDefinedString3
255
string
string
userDefinedText1
userDefinedText1
no limit
text
userDefinedText2
userDefinedText2
no limit
text
userDefinedText3
userDefinedText3
no limit
text
userDefinedText4
userDefinedText4
no limit
text
resourceIdentifier
resourceIdentifier1
20
string
Subject Fields / Column Headers
Import Field/Column
Header
subjectTerm
Where Stored /AT
Target
subjectTerm
Field
Length
150
Data
Type
Rule
string
subjectTermType
subjectTermType
50
string
subjectSource
subjectSource
100
string
Types are:
Function (657), Genre / Form (655),
Geographic Name (651), Occupation
(656), Topical Term (650), Uniform
Title (630)
default "ingest"
Name Fields / Column Headers
Import Field/Column
Header
Where Stored /AT
Target
Field
Length
Data
Type
Rule
NameFunction
nameFunction
50
string
Creator, Source, Subject
Name_nametype
nametype
255
string
Person, Corporate Body, Family
330
Preparing the Tab-delimited Accession file
Name_sortName
sortName
255
string
Name_qualifier
qualifier
255
string
Name_number
number
255
string
Name_Source
NameSource
50
string
Name_descriptionType
descriptionType
255
string
Name_descriptionNote
descriptionNote
no limit
text
Name_citation
citation
no limit
text
Name_salutation
salutation
255
string
Name_contactAddress1
contactAddress1
255
string
Name_contactAddress2
contactAddress2
255
string
Name_contactCity
contactCity
255
string
Name_contactRegion
contactRegion
255
string
Name_contactCountry
contactCountry
255
string
Name_contactMailCode
contactMailCode
255
string
Name_contactPhone
contactPhone
255
string
Name_contactFax
contactFax
255
string
Name_contactEmail
contactEmail
255
string
Name_contactName
contactName
255
string
Name_familyName
familyName
35
string
Name_familyNamePrefix
familyNamePrefix
15
string
Name_corporatePrimaryName
corporatePrimaryName
70
string
Name_corporateSubordinate1
corporateSubordinate1
45
string
Name_corporateSubordinate2
corporateSubordinate2
45
string
Name_personalPrimaryName
personalPrimaryName
30
string
Name_personalRestOfName
personalRestOfName
25
string
Name_personalPrefix
personalPrefix
25
string
Name_personalSuffix
personalSuffix
25
string
Name_personalDates
personalDates
15
string
Name_personalFullerForm
personalFullerForm
25
string
Name_personalTitle
personalTitle
25
Name_personalDirectOrder
personalDirectOrder
Administrative History, Biography
string
boolean
Individual field constraints
accessionNumber
The Toolkit offers two ways to import accessionNumber data:
a. If the import field is labeled accessionNumber, the number will be parsed so that
an accession number, 2005-54.1 will be targeted to accessionNumber1=2005,
accessionNumber2=54, accessionNumber3=1. Periods, forward slashes, and
dashes are the three characters that will delimit the accession number fields.
b. You may bypass this parsing by labeling the import field containing 2005-54.1 as
accessionNumber1, but keep in mind that each of the four fields for the accession
number is limited to ten characters.
Note: Accession numbers must be unique to import correctly.
331
resourceIdentifier
If the import field is resourceIdentifier, the ID will be mapped so that a resource identifier,
MC 543 will be targeted to resourceIdentifier1=MC 543 and stored as part of the resource
record, if the option to create resource data is selected at the beginning of the import process
(see Chapter 6 for further clarification).
Date fields
dateBegin and dateEnd
These fields will accept only integer dates. A.D. dates after 1000 A.D. should be expressed with
four digits, e.g., 1972, 1514, 2006, etc. B.C. dates should be expressed with a negative sign first,
e.g., -999, -10000, -3.
dateExpression
Natural language date strings, such as ca. 1976-spring 1987, can be imported into the
dateExpression field.
Note: The dateExpression field has a parser that will parse 1963-1987 into
dateBegin=1963 and dateEnd=1987. If a dateBegin is provided without a
corresponding dateEnd the record will not be imported, and if the dateEnd is
less than the dateBegin (e.g., dateBegin = “1967” and dateEnd = “0”), the
record will not be imported.
accessionDate, acknowledgementDate, agreementSent, agreementReceived
Upon import, the Toolkit requires that you declare the formal date structure for these transaction
date fields. These transactional dates may be in the following formats: yyyy-m-d (example: 196309-27), yyyy/m/d (example: 1963/09/27), m-d-yyyy (example: 09-27-1963) or m/d/yyyy (example:
9/27/1963). Any data in this type of date field that is not properly formatted will cause an error.
Subject fields
The import of subjects requires the inclusion of both subjectTerm and subjectTermType fields.
subjectTermType
subjectTermType should be one of the following: (Function (657), Genre / Form (655),
Geographic Name (651), Occupation (656), Topical Term (650), Uniform Title (630).
subjectTerm
Multiple subject terms may be imported by delimiting terms with a pipe character, for example:
Boating. | United States History Civil War, 1861-1865. When multiple subjects are imported, they
will all be given the same subjectTermType value, as only one subjectTermType may be used
for a row of data. Therefore, only one type of subject may be imported for an accession record.
Consequently, subject headings, especially multiple subject headings, imported with accession data
will likely require remediation after import is complete. To overcome this limitation, you may
332
Preparing the Tab-delimited Accession file
choose to import accession data without subject headings and create them directly in the AT.
Subject headings created directly in the AT can be manually linked to appropriate accession
records. Another option is to use the XML-based method of importing accession data, which
allows for the ingest of multiple subjects and subject types. Repositories will need to determine
which strategy is most efficient and cost-effective for them.
subjectSource
On import, subject terms are assigned the source value of “ingest” if no subjectSource is supplied.
You may then more easily identify subject terms that require editing or remediation.
Name fields
Only one name per accession may be imported; therefore you may elect to import only a source name,
only a creator name, or only the first name as a subject per each accession record. (Additional names
can be added through the Toolkit interface, or by using the XML-based accession import method
which does allow for the ingest of multiple names.)
Name column headings must be prefaced with “Name.” The only exceptions to this are the
nameFunction, nameRole, and nameForm headings.
The import of names requires the inclusion of both nameFunction and nameType.
nameFunction
The function describes the relationship of the name to the accession. NameFunctions are limited to the
following entries: source, creator, or subject.
nameType
The nameType must be: Person, Corporate Body or Family.
a. If names exist in a single field in the legacy data, they may be imported into the primary
name field for the particular name type, and parsed into individual fields by hand in the
Toolkit. To load names into the correct type of primary name field, you must first separate
each name into its appropriate target field, as shown below:
NameFunction
creator
subject
source
Name_corporatePrimaryName
Name_personalPrimaryName
Smith, John, 1904-1990
Name_familyName
Smith Family
Acme Industrial Products
name_Type
Person
Family
Corporate
Body
333
Appendix: Preparing XML Accession Files
Importing XML accessions data
The Toolkit will not import accessions information straight from a database, such as Access or
Filemaker Pro. One method of importing accessions data is through the use of an XML file based on
the XML schema included with the Toolkit. The XML format supports the import of multiple names
and subjects types. The XML schema needed to create XML formatted data is named
accessionsImport.xsd and can be found in the “conf” folder in the directory where the Tookit is stored.
Before importing data into the Toolkit, the source accessions data must be mapped to the fields
supported by the AT accession import schema. Some mapping tips are listed below.
There are many ways to configure accessions data to the Toolkit’s XML schema. All require some
understanding of XML. One method is to export the accessions database information into XML and
write an XSLT stylesheet to map the database fields to the Toolkit’s schema. Another method is to
duplicate the database (for backup purposes), replace the original database fields with the mapped AT
fields (listed below), and export the database as an XML file. Other options are possible depending on
what type of technical knowledge is accessible to your repository.
Element Mapping
The following table shows the allowed elements for accession data to be imported into the Toolkit.
Some fields have controlled vocabularies, and those are listed in the Rule column. The Field Length is
the maximum number of characters allowable for each field. The XML will not validate against the
Toolkit schema if field lengths are too long. AccessionNumber and accessionDate must be included
in the XML for each accession for the file to validate. Fields need to be listed in the same order as they
are presented in the accessionsImport.xsd file. Examples of XML import files are included at the end
of this chapter.
Accession Elements
AT Element
Field
Length
Data
Type
accessionNumber
text
accessionDate
accessionDispositionNote
date
no limit
accessRestrictions
accessRestrictionsNote
boolean
no limit
useRestrictions
acknowledgementDate
text
boolean
useRestrictionsNote
generalAccessionNote
text
text
no limit
text
date
Rule
parsed by delimiters into:
accessionNumber1
accessionNumber2
accessionNumber3
accessionNumber4
acknowledgementSent
boolean
agreementReceivedDate
date
agreementSentDate
date
agreementSent
boolean
agreementReceived
boolean
accessionProcessed
boolean
accessionProcessedDate
date
acquisitionType
255
string
dateExpression
255
string
bulkDateBegin
integer
bulkDateEnd
integer
dateBegin
integer
dateEnd
integer
description
no limi
text
cataloged
boolean
catalogedDate
date
catalogedNote
no limit
string
conditionNote
no limit
string
real
number
extentNumber
extentType
255
string
containerSummary
no limit
string
inventory
no limit
text
processingPlan
no limit
text
processingPriority
255
string
processors
255
string
processingStatus
255
string
processingStartedDate
Linear Feet, Cubic Feet
date
resourceType
255
string
retentionRule
no limit
text
title
255
string
restrictionsApply
boolean
rightsTransferred
boolean
rightsTransferredDate
rightsTransferredNote
Deposit, Gift, Purchase, Transfer
date
no limit
userDefinedDate1
text
date
userDefinedDate2
date
userDefinedBoolean1
boolean
userDefinedBoolean2
boolean
userDefinedInteger1
integer
userDefinedInteger2
integer
real
number
real
number
userDefinedReal1
userDefinedReal2
userDefinedString1
255
string
userDefinedString2
255
string
userDefinedString3
255
string
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Preparing XML Accession Files
userDefinedText1
no limit
text
userDefinedText2
no limit
text
userDefinedText3
no limit
text
userDefinedText4
no limit
text
resourceIdentifier
20
string
Where Stored/AT
Target
subjectTerm
Field
Length
150
Data
Type
Rule
string
Types are:
Function (657), Genre / Form (655), Geographic
Name (651), Occupation (656), Topical Term
(650), Uniform Title (630)
default "ingest "
subjectTermType
50
string
subjectSource
100
string
Field
Length
Data
Type
50
string
Creator, Source, Subject
Person, Corporate Body, Family
Where Stored/AT
Target
nameLinkFunction
nameType
255
string
sortName
255
string
number
255
string
qualifier
255
string
nameSource
50
string
nameRule
50
string
descriptionType
255
string
descriptionNote
no limit
text
citation
no limit
text
salutation
255
string
contactAddress1
255
string
contactAddress2
255
string
contactCity
255
string
contactRegion
255
string
contactCountry
255
string
contactMailCode
255
string
contactPhone
255
string
contactFax
255
string
contactEmail
255
string
contactName
255
string
familyName
35
string
familyNamePrefix
15
string
corporatePrimaryName
70
string
corporateSubordinate1
45
string
corporateSubordinate2
45
string
personalPrimaryName
30
string
personalRestOfName
25
string
personalPrefix
25
string
personalSuffix
25
string
personalDates
15
string
personalFullerForm
25
string
personalTitle
25
string
Rule
Administrative History, Biography
337
personalDirectOrder
boolean
Constraints on legacy accessions data
There are constraints on the importing of XML format of accessions data in XML format that may
require cleanup of your legacy data prior to import. Not meeting these constraints prevents the record
from being ingested into the Toolkit.
The following steps are required for correct accession data import:
1. The XML accession file must validate against the schema:
a. Dates have to be in valid XML date format, i.e. yyyy-mm-dd.
b. Boolean fields (cataloged, restrictionsApply, rights) may only contain the values
true, false or 1, 0.
c. Integer fields (dateBegin, dateEnd) can only contain whole numbers (for example,
2004, or -50).
d. Real number fields (extentNumber) can contain integers and/or decimals.
2. If you have a single field in the database that needs to get mapped into more than one field
in the Toolkit, you will need to parse the data into two separate fields. For example, in
many cases accessions data will combine extent into one field, such as “11 linear feet”. The
Toolkit provides two separate fields for extent: extentNumber and extentType. Extent
number contains the numerical value of the extent (as a real number) and extent type
contains the extent measurement type of the accession, such as linear feet.
3. Accession Number. The Toolkit offers two ways to import accession number data:
a. If the import field is labeled accessionNumber, the number will be parsed so that
an accession number, 2005-54.1 will be parsed out as accessionNumber1=2005,
accessionNumber2=54, accessionNumber3=1. Periods, forward slashes, and
dashes are the three characters that will delimit the accession number fields.
b. You may bypass this parsing by labeling the import field containing 2005-54.1 as
accessionNumber1, causing the accession number to be stored in one field. Be
aware that the each of the four accession number fields are limited to ten characters.
Note: Duplicate accession numbers are not allowed and will cause an error.
4. If the import field is labeled resourceIdentifier, the ID will be mapped so that a resource
identifier, MC 543 will be imported as resourceIdentifier1=MC 543 and stored as part of
the resource record, if the option to create resource data is selected at the beginning of the
import process (see below).
5. Dates
338
Preparing XML Accession Files
a. dateBegin and dateEnd fields will accept only integer dates. A.D. dates after 1000
A.D. should be expressed with four or less digits, e.g., 814, 1514, 2006. B.C. dates
should be expressed with a negative sign first, e.g., -999, -10000, -3.
b. Natural language date strings, such as ca. 1976-spring 1987, can be imported into
the dateExpression field.
Note: The dateExpression field has a parser that will parse 1963-1987 into
dateBegin=1963 and dateEnd=1987. If a dateBegin is provided without a
corresponding dateEnd, or if the dateEnd field is less than the dateBegin
field,the record will not be imported.
6. Subjects. Multiple subjects are allowed. Each subjectTerm must have a corresponding
subjectTermType and subjectSource. If no subjectSource is included, the system assigns
the value “ingest” to that element. The following is an example of how subjects are
represented according to the XML schema:
<subjectLink>
<subjectTerm>Railroads -- Mexico</subjectTerm>
<subjectType>Topical Term (650)</subjectType>
<subjectSource>Library of Congress Subject Headings
</subjectSource>
</subjectLink>
7. Names
a. Every name must have a nameFunction (source, creator, or subject) and a
corresponding primary name. The function describes the relationship of the name to
the accession. The name can additionally have a Role and a Form.
b. Every name must also have a nameType. The nameTypes are: Person, Corporate
Body or Family.
c. If names exist in a single field in the legacy data, they may be imported into one of
the primary name fields, and parsed into individual fields by hand in the Toolkit. To
load names into the correct type of primary name field, you must first separate each
name into its appropriate target field, as shown in the name example below:
<nameLink>
<nameLinkFunction>Source</nameLinkFunction>
<name>
<nameType>Person</nameType>
<nameSource>lcnaf</nameSource>
<nameRule>DACS</nameRule>
<contactAddress1>111 Broadway</contactAddress1>
<contactCity>New York</contactCity>
<contactRegion>New York</contactRegion>
<contactCountry>US</contactCountry>
<contactMailCode>11211</contactMailCode>
<contactEmail>[email protected]</contactEmail>
<personalPrimaryName>Clark</personalPrimaryName>
339
<personalRestOfName>Don R.</personalRestOfName>
</name>
</nameLink>
XML Accession File Examples
Example One: Simple Accession Files
<?xml version="1.0" encoding="UTF-8"?>
<accessionRecords xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
xsi:noNamespaceSchemaLocation="file:/Users/sibylroud/Desktop/accessionsImport.xsd">
<record>
<accessionNumber>
<part1>MSS</part1>
<part2>2007</part2>
<part3>034</part3>
</accessionNumber>
<accessionDate>2007-08-14</accessionDate>
<extentNumber>20</extentNumber>
<extentType>Linear feet</extentType>
<title>Henry Jones papers</title>
</record>
</accessionRecords>
Example Two: Accession Files with Subjects and Names
<?xml version="1.0" encoding="UTF-8"?>
<accessionRecords xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
xsi:noNamespaceSchemaLocation="file:/Users/sibylroud/Desktop/accessionsImport.xsd">
<record>
<accessionNumber>
<part1>MC</part1>
<part2>210</part2>
</accessionNumber>
<accessionDate>2007-12-13</accessionDate>
<extentNumber>.5</extentNumber>
<extentType>Linear feet</extentType>
<containerSummary>programs; participant portfolios; participant bios</containerSummary>
<title>Records of the Global Colloquium of University Presidents on Climate Change</title>
<restrictionsApply>false</restrictionsApply>
<subjectLink>
<subjectTerm>Climate change</subjectTerm>
<subjectTermType>Topical Term (650)</subjectTermType>
<subjectSource>Library of Congress Subject Headings</subjectSource>
</subjectLink>
<subjectLink>
<subjectTerm>University presidents</subjectTerm>
340
Preparing XML Accession Files
<subjectTermType>Occupation (656)</subjectTermType>
<subjectSource>local</subjectSource>
</subjectLink>
<nameLink>
<nameLinkFunction>Source</nameLinkFunction>
<name>
<nameType>Person</nameType>
<nameSource>local</nameSource>
<nameRule>DACS</nameRule>
<contactAddress1>Office of University Relations and Public Affairs</contactAddress1>
<contactAddress2>111 Broadway</contactAddress2>
<contactCity>New York</contactCity>
<contactRegion>New York</contactRegion>
<contactCountry>US</contactCountry>
<contactMailCode>11211</contactMailCode>
<contactEmail>[email protected]</contactEmail>
<personalPrimaryName>Beyeni</personalPrimaryName>
<personalRestOfName>Amelia</personalRestOfName>
</name>
</nameLink>
</record>
</accessionRecords>
Example Three: Accession Files with Subject, Names, and User-Defined Fields
<?xml version="1.0" encoding="UTF-8"?>
<accessionRecords xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
xsi:noNamespaceSchemaLocation="file:/Users/sibylroud/Desktop/accessionsImport.xsd">
<record>
<accessionNumber>
<part1>RG</part1>
<part2>20</part2>
<part3>9</part3>
</accessionNumber>
<accessionDate>2007-08-09</accessionDate>
<accessRestrictions>true</accessRestrictions>
<accessRestrictionsNote>This collection may contain materials pertaining to student records or
student work. Viewing of such materials may be prohibited under FERPA guidelines. Check with the
University Archivist for specific restriction guidelines.</accessRestrictionsNote>
<generalAccessionNote>Little to no discernible order</generalAccessionNote>
<accessionProcessed>false</accessionProcessed>
<dateExpression>ca. 1985-2000</dateExpression>
<extentNumber>13</extentNumber>
<extentType>Linear feet</extentType>
<inventory>Student work; published articles; newsletters; planning materials; memoranda;
emails; exhibit materials</inventory>
<processingStatus>new</processingStatus>
<title>Records of the Public History Program</title>
<userDefinedBoolean1>true</userDefinedBoolean1>
341
<userDefinedInteger1>6</userDefinedInteger1>
<userDefinedText1>Materials picked up from the Public History Office in King Juan Carlos I in
July 2007, per request by Peter Wosh.</userDefinedText1>
<subjectLink>
<subjectTerm>New York City history and culture</subjectTerm>
<subjectTermType>Topical Term (650)</subjectTermType>
<subjectSource>Library of Congress Subject Headings</subjectSource>
</subjectLink>
<nameLink>
<nameLinkFunction>Creator</nameLinkFunction>
<name>
<nameType>Corporate Body</nameType>
<nameSource>local</nameSource>
<corporatePrimaryName>Public History Program</corporatePrimaryName>
</name>
</nameLink>
</record>
</accessionRecords>
342
Appendix:
Glossary of Archivists’ ToolkitTM Terms
The following terms are useful for understanding the features, interface, and documentation for the
Archivists’ ToolkitTM. In some cases, general archival or database terms have been given a definition
that reflects its application within the context of the Toolkit.
Archivists interested in additional or more general archival definitions should refer to the Society of
American Archivists Glossary of Archival and Records Terminology by Richard Pearce-Moses
(http://www.archivists.org/glossary/).
Accession
A transaction by which a repository acquires custody of
materials deemed to have archival value. The accession
may result from a transfer of records from another office in
the repository’s institution, from a purchase, or from a gift.
In such cases the material becomes the property of the
repository or its parent institution, unless the material has
been placed in the repository on deposit. An accession may
represent a new resource or an accrual to a resource
already in the custody of the repository.
Administrative
metadata
Used for managing a digital object and providing more
information about its creation and constraints governing
its use.
See also the following types of metadata: behaviors,
descriptive, structural, and technical (digital provenance,
rights management, and source).
Archival resource
An item or an aggregation of items acquired, managed,
and made accessible by an archival agency to document
certain kinds of activities of individuals and agencies and
to support research. One archival resource is typically
distinguished from another archival resource by
provenance and, in addition, by a unique archival
resource identifier such as a collection number or call
number.
There are three basic types of archival resources as
distinguished by provenance. The categories contain
items and aggregations.
1. Papers derive from and document the activities of
persons and families.
2. Records derive from and document the activities
of agencies and institutions
3. Collections derive from the collecting activity of a
third party and typically represent multiple
provenances.
In cases where an archival resource is an aggregation of
items, the resource is generally organized and described
in a hierarchical fashion. The resource is organized into
components that may be organized into smaller
components. Each of these components may be described
individually in the database. See also hierarchy, multilevel description
Description of archival resources is supported in the AT
by an array of record types: accession records, location
records, name records, subject records, description
records (resource, resource component, surrogate, and
surrogate component records).
Authority Control
Names a set of procedures and devices for assuring
establishment and consistent application of names and
subject terms for use as access terms. The AT supports
use of nationally established vocabularies and names.
Repositories can also use the same features to build local
vocabulary and name files.
Behaviors
metadata
Metadata used to associate executable behaviors with
content in the METS object.
Complex digital
object
Includes two or more content files (and their format
variants or derivatives) and corresponding metadata. The
content files are related as parts of a whole and are
sequenced either physically, such as pages, or logically,
such as entries in a diary. For example, a complex digital
object could consist of a multi-page diary scanned as
TIFF images, from which are generated display images
(JPEGs and GIFs), plus a transcription of the diary and
the metadata for each file.
See also digital object and simple digital object.
344
Glossary
Container
The means by which material enclosures are physically
controlled. Container types include box, disc, file, etc.
Containers can be linked to a repository location for
location management purposes.
Content file
A file that is either born digitally or produced using
various kinds of capture application software. Audio,
image, text, and video are the basic kinds of content files.
Versions of a content file may be dispersed across several
file formats. For example, an image may be scanned into
a TIFF file, and then JPEG and GIF files may be created
from the TIFF file to increase delivery speeds and protect
property rights.
See also digital surrogate and surrogate.
Data map
A construct showing the relationship(s) between two or
more data types or formats. The map is typically drawn at
the entity and attribute levels, and it is typically used for
modeling how to transform a source data type to a target
data type.
Descriptive
metadata
Metadata used for the discovery and interpretation of a
digital object. Descriptive metadata may be referred to
externally or indirectly by pointing from the digital
wrapper to a metadata object, a MARC record, or an
EAD instance located elsewhere. Or, descriptive metadata
may be embedded in the descriptive metadata section of a
digital wrapper.
See also the following types of metadata: behaviors,
administrative, structural, and technical.
Digital assets
A collection of computer files that contain intellectual
content (images, texts, audio, video) and/or metadata of
the content and its digital format. The digital assets
represent an investment for the creator and / or depositor
and an information resource for the researcher.
345
Digital object
An entity in which one or more content files and their
associated metadata are united, physically and/or
logically, through the use of a digital wrapper. See also
complex digital object, and simple digital object.
Digital
provenance
metadata
Administrative metadata that records the history of
migrations/translations performed on a digital library
object since its original digital capture or encoding. It
should contain information regarding the ultimate origin
of a digital object and the derivation of its current
elements.
Digital wrapper
An encoding specification for binding digital content files
and their metadata together and for specifying the logical
or physical relationship of the content files. METS is the
emerging national standard for wrapping digital library
materials. All of the content files and corresponding
metadata may be embedded in the digital wrapper and
stored with the wrapper. This is physical wrapping or
embedding. The content files and metadata may also be
stored independently of the wrapper and referred to by
file pointers from within the wrapper. This is logical
wrapping or referencing. A digital object may partake of
both kinds of wrapping, for example, embedding of
metadata and referencing of content files.
Field
A specific individual data element stored in one or more
tables in the Toolkit’s database. For example, an
accession title or a subject source.
See also field label and field name.
Field label
A field's identifier, as it is displayed in the Toolkit’s
interface. Field labels can be customized.
See also field and field name.
Field name
The technical name of a given field in the Toolkit. Used
in the Toolkit’s technical specifications and configuration
interface, this term refers to the name of the field as it is
identified in the Toolkit’s programming and back end
346
Glossary
database. The field name is not customizable.
See also field and field label.
File inventory
metadata
A list of all content files referenced in a digital object.
Metadata records referenced in the digital object are not
part of the file inventory.
Finding aid
A description of an archival resource in the custody of an
archive, museum, library, or historical society. The
description serves as an access tool for researchers. A
finding aid typically includes information about the
physical and intellectual content of the resource, as well
as contextual information about the individual or
organization that created it. The finding aid may provide
a hierarchical description of a resource, including its
intellectual organization and, at varying levels of
analysis, descriptions of the component parts (series,
folders, items) comprising the collection. Sometimes
referred to as an inventory or register.
Hierarchy
The intellectual organization of an archival resource,
proceeding from larger aggregations through varying
levels of aggregate components, down to individual
items. Hierarchical organization is represented in a
finding aid through multi-level description.
Two kinds of hierarchy are employed for resource
description in the AT. One is the resource, series,
subseries, file, item hierarchy that informs DACS and
EAD. The other is a simpler parent, child, sibling
hierarchy for describing and relating component parts of
digital objects or digital surrogates in the AT.
Import
The process by which external legacy digital records are
mapped and incorporated into the AT application.
Instance
Refers to different states or embodiments of the described
content. For example, the resource record or resource
component record may describe a letter, but the letter
may exist as a sheet of paper, a microfilm image, and a
digital object. The AT is structured to allow you to use
347
the same description for multiple instances rather than
repeating it for each one. Digital objects are stored in the
AT as instances.
Inventory
A type of finding aid that lists the contents of an archival
resource according to their physical or intellectual
arrangement. Contextual information about the source of
the resource and a summary description of the resource is
omitted. Sometimes called a container list.
Item
The smallest intellectual unit of an archival resource.
Although an item may consist of multiple parts (for
example, a multi-page letter), it is only as a whole that
those parts form a complete unit. In the AT, the item may
exist within a resource hierarchy, or on its own.
List screen
A screen that lists a group of records in the Toolkit. These
include the lists used to retrieve and access name, subject,
accession, and resource records when you press List All
from the main screen. List screens are also used to
display linked records. For example, in an accession
record, the source, creator, and name subject records
linked to the accession record are displayed on the
Names & Subjects tab in a list screen.
Location Guide
A list of all archival resources and accessions and their
assigned locations within a repository setting.
Lookup List
A list of terms that provides a set of predefined values for
a certain field. The lookup list is accessed during the data
entry process.
Multi-level
description
A finding aid or other access tool that consists of
separate, interrelated descriptions of the whole and its
parts, reflecting the hierarchical structure of the materials
being described.
Rapid Data Entry
A feature in the Toolkit allowing repeated entry of
348
Glossary
component records an efficient manner.
Record,
Accession
For documenting the accession transaction.
Record, Archival
Resource
Identifies an archival entity from other archival entities.
Record, Child
In a resource or surrogate hierarchy, a child record is a
record that is created one or more levels down from the
top level of the resource and may be considered a
component of another record in the hierarchy.
Record, Location
A record for identifying the location of an archival
resource in whole or in parts. The location record may
have a many to one relationship to an archival resource. It
may link only to accession records or to archival resource
records.
Record, Name
A record for identifying names and their functions in the
context of archival resources. There are three types of
names supported, personal, corporate body, and family.
And there are three types of functions supported: creator,
source, and subject.
Each archival resource has only one archival resource
record. The archival resource record has a one-to-many
relationship to its component records (series/subseries,
file, and item, e.g.), as well as to accession records,
location records, name records, and subject records.
Name records may have a one to many relationship to
archival resources. Name records may be linked as a
creator or subject to accession records, to archival
resource records and resource component records, and to
digital object records and digital object component
records. Name records linked as sources may only be
connected to top-level records, i.e., not component
records.
Record, Parent
In a record hierarchy, a parent record is a record to which
349
other records (child records) resolve.
Record,
Repository
A record for identifying the repository, such as its name,
address, contact person, institutional code, etc.
Record, Resource
Component
Record types that are child records of an archival
resource record. Subseries, file, and item records are
some types of possible component records for an archival
resource record in the AT. All component records must
resolve to a resource record.
Record, Sibling
In a hierarchy of records, another record at the same level
of a record that is the point of reference. Two series
records for the same archival resource would be sibling
records.
Record, Subject
A record for indicating what an archival resource, as a
whole or in part, is about. A subject may be a topical
term, a geographical term, a function term, an
occupational term, or a genre term. (Names that are
subjects are applied via the name record type in the AT.)
A subject record may have a one-to-many relationship to
an archival resource and its component parts.
Record,
Subdivision
A record for delineating a series or subseries with a multilevel archival resource description. The subdivision
record is a child record to the archival resource record
and a parent record to a lower subdivision record, or to a
file record, or to an item record.
Record validation
The process of checking the content of a record to ensure
that it has data in each of the required fields, and that the
data meets any uniqueness constraints on the record. If
the record does not include required elements or conform
to uniqueness requirements, the user is informed that the
record is not valid, and provided with information
necessary to fix the record.
350
Glossary
Repository
For the AT, a library, archive, or museum that has
custody of archival materials.
Repository guide
A descriptive tool that includes high-level information
about multiple collections within a repository. This may
be a complete, alphabetical guide, or a subject-based
guide that includes some or all collections in custody of a
repository.
Resource
Can represent one of two types of resources: aggregations
(collections, record groups, or fonds, for example) or
independt items, that is items that are not part of a larger
aggregation.
Resource
Components
The hierarchical levels of an archival resource below the
collection level. Components can be series, subseries,
file, and item. Components are repeatable indefinitely for
each archival resource that is a collection. A resource
component cannot be recorded in the AT unless it is
linked to its appropriate hierarchical parent and is
resolved with a top-level record.
Rights
management
metadata
Administrative metadata that indicates the copyrights,
user restrictions, and license agreements that govern enduse of the content files.
Shelf list
A sequential list of physical space in a repository and of
the resources assigned to those spaces.
Simple digital
object
Comprised of a single content file (and its format variants
or derivatives) and the metadata for the content file. For
example, a TIFF of the Mona Lisa, a user JPEG, a
reference GIF, and the appropriate metadata would
comprise a simple digital object. See also digital object,
complex digital object.
Source metadata
Administrative metadata for describing the object from
which the digital content files were produced. Sometimes
351
this will be the original; other times it will be an
intermediary, such as a photographic slide used to create
a digital version of a poster.
Source object
The original object from which a surrogate was created.
Structural
metadata
Metadata used to indicate the logical or physical
relationship of the content files comprising a complex
digital object, e.g., the sequence of pages for a group of
images of a diary or of detailed images of a larger image.
The structural metadata determines the “correct”
presentation of the digital object for the user.
Table
A set of data elements in the Toolkit’s database,
organized in columns and rows as in a table. Relational
databases such as the Toolkit are comprised of multiple,
linked tables. Therefore, a single record such as an
accession record may actually be comprised of data
stored in multiple tables.
Many of the Toolkit’s customization features require the
user to find the appropriate table containing the field or
data to be customized.
Technical
metadata
Administrative metadata that describes the technical
attributes of a digital file.
Unique constraint
A method of data control based on the uniqueness of the
value of a field, or multiple fields. For example, in the
Toolkit all Accession Number values must be unique
within a given repository. For all Subject records, the
combination of Subject Term, Subject Source, and
Subject Rules must be unique within the application as a
whole.
User-defined fields
Repository-specific custom fields enabling the capture of
any information not otherwise captured by standard AT
fields.
352
Appendix: Support and Upgrades
Application Support and Development
The New York University Libraries and the UCSD Libraries have committed together to ensuring the
Archivists’ ToolkitTM application remains available in good working order until at least 31 December
2011. The terms of this commitment may be extended as additional funding for development of the
application is awarded. When such extensions occur, they’ll be announced via the user group listserv
described below, and they’ll be posted to the project website at www.archiviststoolkit.org.
The two academic library organizations will collaborate to:
• make the application available for download and installation,
• provide users of the application with a reasonably efficient means for reporting application
bugs and tracking their resolution,
• resolve reported bugs in the application,
• keep the user documentation synchronized with modifications of the application, and
• issue new versions of the application and user documentation as warranted.
In addition, the following will be provided to support use of the application:
• A listserv called [email protected] (Archivists’ Toolkit User Group) has been established as
a communication forum for users of the Archivists’ Toolkit.
• A FAQ for the application will supplement the listserv. The FAQ will be augmented by project
staff as questions and their answers are revealed.
• A sandbox has been established so that prospective users may explore the full functionality of
the application before downloading and installing it. The data collected in the sandbox will be
periodically purged to optimize the functioning of the sandbox.
• A cleaner, more restricted instance of the application and data will be hosted on the project
website to support using the application in classroom settings.
• Workshops, national and regional, developed in collaboration with other interested parties to
support training in use of the application.
Upgrades of the Application
New versions of the Archivists’ ToolkitTM application and its user documentation will be released
periodically as a result of reported software bugs being fixed and / or the addition of new functionality
in the application:
• Fatal and near-fatal software bugs will be resolved immediately, resources permitting, and a
new version of the application will be issued soon after.
• Less threatening software bugs will be resolved as resources permit. After a certain
accumulation of such bugs, a new updated version of the application will be released.
• New functionality will be added to the application as the result of securing funding to support
the activity. Ongoing development projects will be announced on the project website and will
usually include a prospective release schedule for the targeted functionality.
Releases of new version of the Archivists’ ToolkitTM will be announced via the project website; ATUGL, the listserv support AT users, and various third party listservs such as those for Archives, EAD, and
METS.
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Appendix: References
Archivists’ Toolkit Website (http://www.archiviststoolkit.org/).
Archivists Workbench Meetings, 4-5 February and 4-6 November, Sponsored
by the Digital Library Federation (http://tpot.ucsd.edu/arc-bench/awwhitepaper.html).
Describing Archives: A Content Standard. Chicago: SAA, 2004.
Dublin Core Metadata Initiative (http://dublincore.org/).
Encoded Archival Context (EAC). (http://www.iath.virginia.edu/eac/)
Encoded Archival Description (EAD): Official EAD Version 2002 Web Site
(http://www.loc.gov/ead/).
International Council on Archives. ISAAR(CPF). International Standard
Archival Authority Record For Corporate Bodies, Persons and Families. 2nd
Ed. Paris, France, 2003. (http://www.icacds.org.uk/eng/isaar2ndedne_3_1.pdf)
International Council on Archives. ISAD(G): General International Standard
Archival Description. 2nd Ed. Stockholm, 1999
(http://www.ica.org/sites/default/files/isad_g_2e.pdf).
MARC 21 (http://www.loc.gov/marc/).
Metadata Object Description Schema: Official Web Site
(http://www.loc.gov/standards/mods/).
METS: Metadata Encoding & Transmission Standard Official Web Site
(http://www.loc.gov/standards/mets/).
The Open Archives Initiative Protocol for Metadata Harvesting. Version 2.0.
(http://www.openarchives.org/OAI/openarchivesprotocol.html).
Society of American Archivists. A Glossary of Archival and Records
Terminology (http://www.archivists.org/glossary/).